Privacy Act; System of Records: Personal Property Claims, State-27, 65048-65049 [2012-26232]

Agencies

• DEPARTMENT OF STATE

[Federal Register Volume 77, Number 206 (Wednesday, October 24, 2012)]
[Notices]
[Pages 65048-65049]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2012-26232]


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DEPARTMENT OF STATE

[Public Notice 8067]


Privacy Act; System of Records: Personal Property Claims, State-
27

SUMMARY: Notice is hereby given that the Department of State proposes 
to amend an existing system of records, Personal Property Claims, 
State-27, 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 December 3, 2012, 
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 writing 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.

FOR FURTHER INFORMATION CONTACT: Director; Office of Information 
Programs and Services, A/GIS/IPS; Department of State, SA-2; 515 22nd 
Street NW.; Washington, DC 20522-8001.

SUPPLEMENTARY INFORMATION: The Department of State proposes that the 
current system will retain the name ``Personal Property Claims'' (42 FR 
49715). The system settles claims for loss, damage, or destruction of 
personal property. As part of the biennial review, we have updated all 
of the sections of the notice for the system to ensure Privacy Act of 
1974 compliance.
    The Department's report was filed with the Office of Management and 
Budget. The amended system description, ``Personal Property Claims, 
State-27,'' will read as set forth below.

Joyce A. Barr,
Assistant Secretary for Administration, U.S. Department of State.
STATE-27

SYSTEM NAME:
    Personal Property Claims.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Department of State, SA-3, Suite 5100, 2121 Virginia Ave., 
Washington, DC 20037.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees of the Department of State and the Agency for 
International Development who have filed claims for loss of personal 
property.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Claims and determinations of claims which can include information 
such as names, birthdates, social security numbers (SSNs), employee 
IDs, addresses, phone numbers, and email addresses.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    31 U.S.C. 3701 et seq.

PURPOSE:
    This information is used to settle claims for loss, damage, or 
destruction of personal property.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The information may be shared outside the Department of State with 
the Agency for International Development per the request of the 
individual making a claim employed by said agency.
    This information may also be released to other government agencies 
having statutory or other lawful authority to maintain such 
information.
    The Department of State periodically publishes in the Federal 
Register its standard routine uses which 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 Personal Property 
Claims, State-27.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Hard copy documents stored in physical files and electronic records 
stored in a database storage system.

RETRIEVABILITY:
    Hard copy files are usually retrieved by individual name. 
Electronic records can be retrieved by search parameters such as claim 
number, claimant number, claim type, incident place, first name, and 
last name.

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 Engaged 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 Personal 
Property Claims, 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

[[Page 65049]]

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 and destroyed 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 to the Director; Office of 
Information Programs and Services, A/GIS/IPS; SA-2, Department of 
State; 515 22nd Street NW.; Washington, DC 20522-8100.

SYSTEM MANAGER(S) AND ADDRESS:
    Transportation and Travel Management Division (A/LM/OPS/TTM), 
Department of State, SA-3, Suite 5100, 2121 Virginia Ave., Washington, 
DC 20037.

NOTIFICATION PROCEDURE:
    Individuals who have cause to believe that the Office of Personal 
Property Claims might have records pertaining to him or her should 
write to the Director; Office of Information Programs and Services, A/
GIS/IPS; SA-2, Department of State; 515 22nd Street NW.; Washington, DC 
20522-8100. The individual must specify that he or she wishes the 
records of the Office of Personal Property Claims to be checked. At a 
minimum, the individual must include: Name; date and place of birth; 
current mailing address and zip code; signature; and other information 
helpful in identifying the record.

RECORD ACCESS 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; personnel of the Department of State; insurance 
companies.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 2012-26232 Filed 10-23-12; 8:45 am]
BILLING CODE 4710-24-P