Privacy Act; System of Records: Equal Employment Opportunity Records, 70342-70343 [2010-28989]

Agencies

• DEPARTMENT OF STATE

[Federal Register Volume 75, Number 221 (Wednesday, November 17, 2010)]
[Notices]
[Pages 70342-70343]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2010-28989]


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DEPARTMENT OF STATE

[Public Notice 7228]


Privacy Act; System of Records: Equal Employment Opportunity 
Records

SUMMARY: Notice is hereby given that the Department of State proposes 
to amend an existing system of records, Equal Employment Opportunity 
Records, 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. 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 ``Equal 
Employment Opportunity Records.'' It is also proposed that the amended 
system description will include revisions/additions to the following 
sections: Categories of records, Purpose, Routine uses, Storage, as 
well as other administrative updates. The following section has been 
added to the system of records, Equal Employment Opportunity Records, 
State-09, to ensure Privacy Act of 1974 compliance: Purpose. 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, ``Equal Employment Opportunity 
Records, State-09,'' 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-09

SYSTEM NAME:
    Equal Employment Opportunity Records.

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 which allege discrimination.

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:
    42 U.S.C. 2000e; Executive Order 11478, as amended.

PURPOSE(S):
    For the investigation, processing and resolution of formal and 
informal complaints of discrimination filed against the Department of 
State in accordance with 29 CFR 1614 and the Department's internal 
procedures for addressing Equal Employment Opportunity (EEO) 
complaints.

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 other federal 
agencies for purposes of investigating, processing, adjudicating, 
resolving and litigating EEO complaints involving more than one agency, 
or in situations where the Department of State has requested that 
another federal agency provide investigative support for an EEO 
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 Equal Employment 
Opportunity Records, 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.

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 Equal Employment 
Opportunity Records, a user must first be granted access to the 
Department of State computer system.

[[Page 70343]]

    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 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 of 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; 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). See 22 CFR 171.36.

[FR Doc. 2010-28989 Filed 11-16-10; 8:45 am]
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