Privacy Act; System of Records: Protocol Records, State-33, 54945-54946 [2013-21768]
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Federal Register / Vol. 78, No. 173 / Friday, September 6, 2013 / Notices
and U.S. consulates; U.S. missions;
Department of State annexes; various
field and regional offices throughout the
United States.
DEPARTMENT OF STATE
[Public Notice 8450]
Privacy Act; System of Records:
Protocol Records, State–33
Notice is hereby given that
the Department of State proposes to
amend an existing system of records,
Protocol Records, State–33, 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 October 16, 2013, 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 retain the name
‘‘Protocol Records’’ (previously
published at 42 FR 49719). As an
accounting of those U.S. government
officials receiving gifts and decorations
from foreign governments and to record
for historical purposes the names of the
individuals invited to, and attending,
official Department of State functions,
and to verify individuals nominated as
a diplomatic representative on behalf of
a foreign government. The proposed
system will include modifications to all
of the sections of the notice to ensure
Privacy Act of 1974 compliance.
The Department’s report was filed
with the Office of Management and
Budget. The amended system
description, ‘‘Protocol Records, State–
33,’’ will read as set forth below.
SUMMARY:
Joyce A. Barr
Assistant Secretary for Administration, U.S.
Department of State.
STATE–33
mstockstill on DSK4VPTVN1PROD with NOTICES
SYSTEM NAME:
Protocol Records.
SYSTEM CLASSIFICATION:
Unclassified and Classified.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals covered by this system
include those receiving gifts and
decorations from foreign governments;
individuals invited to official
Department of State functions;
individuals who are part of foreign
delegations; individuals working at
foreign embassies, missions and
organizations; and nominees for foreign
ambassadorships to the United States.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in this system include
descriptions of gifts and decorations
received from foreign governments;
donors; guest lists; type of function;
sample invitations; address and
occupation of invitees; and biographical
information (this includes, but is not
limited to: names, nationalities,
´
´
resumes, curricula vitae, copies of
passports, copies of visas, dates of birth,
and photographs).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
22 U.S.C. 2621, 22 U.S.C. 2625, 22
U.S.C. 4301 et seq.
PURPOSE:
The information in this system of
records is an accounting of those U.S.
government officials receiving gifts and
decorations from foreign governments
and to record for historical purposes the
names of the individuals invited to, and
attending, official Department of State
functions, and to verify individuals
nominated as a diplomatic
representative on behalf of a foreign
government.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
The information contained in these
records may be shared with: the
Executive Office of the President;
Congress; and other government
agencies having statutory or other
lawful authority to maintain such
information.
The Department of State publishes
periodically in the Federal Register its
Prefatory Statement of Routine Uses
which applies to all of its Privacy Act
System of Records. These standard
routine uses apply to Protocol Records,
State–33.
SYSTEM LOCATION:
Department of State, 2201 C Street
NW., Washington, DC 20520. Abroad at
U.S. embassies, U.S. consulates general,
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
VerDate Mar<15>2010
18:05 Sep 05, 2013
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Electronic and hard copy media.
PO 00000
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Fmt 4703
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54945
RETRIEVABILITY:
By an individual name.
SAFEGUARDS:
All users are given cyber security
awareness training which covers the
procedures for handling Sensitive But
Unclassified (SBU) 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, PA 459, 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 Protocol 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 to
unclassified systems and 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 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 following
E:\FR\FM\06SEN1.SGM
06SEN1
54946
Federal Register / Vol. 78, No. 173 / Friday, September 6, 2013 / Notices
address: 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:
Assistant Chief of Protocol for
Management and Executive Director,
Office of the Chief of Protocol,
Department of State, 2201 C Street NW.,
Washington, DC 20520.
NOTIFICATION PROCEDURE:
Individuals who have cause to believe
that the Office of the Chief of Protocol
may have records pertaining to him or
her should write to the following
address: 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 requests the records of the Office of
the Chief of Protocol to be checked. At
a minimum, the individual must
include the following: name, date and
place of birth, current mailing address
and zip code, signature, and any 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:
These records contain information
collected directly from: the individual
who is the subject of these records;
employers and public references; other
officials in the Department of State;
other government agencies; foreign
governments; and other public and
professional institutions possessing
relevant information.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE ACT:
None.
79, 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 October 16, 2013, unless we
receive comments that will result in a
contrary determination.
ADDRESSES: Any persons interested in
commenting on the new 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 20522–8100.
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 20522–8100.
SUPPLEMENTARY INFORMATION: The
Department of State proposes that the
new system will be named ‘‘Digital
Outreach and Communications.’’ In
keeping with the Department’s mission,
the purpose of the system of records is
to extend outreach, engagement, and
collaboration efforts with the public, to
facilitate transparency and
accountability with regard to
Department activities, and to conduct
and administer contests, challenges, and
other competitions. Only members of
the public who choose to interact with
the Department through a social media
outlet or other electronic means provide
information for this system of records.
The Department’s report was filed
with the Office of Management and
Budget. The new system description,
‘‘Digital Outreach and Communications,
State–79,’’ will read as set forth below.
Catherine Ebert-Gray,
Acting Assistant Secretary for
Administration, U.S. Department of State.
STATE–79
SYSTEM NAME:
Digital Outreach and Communications
SECURITY CLASSIFICATION:
[FR Doc. 2013–21768 Filed 9–5–13; 8:45 am]
Unclassified.
BILLING CODE 4710–24–P
SYSTEM LOCATION:
Department of State domestic
locations and posts abroad.
DEPARTMENT OF STATE
mstockstill on DSK4VPTVN1PROD with NOTICES
[Public Notice 8451]
Privacy Act; System of Records:
Digital Outreach and Communications,
State–79
Notice is hereby given that
the Department of State proposes to
create a system of records, Digital
Outreach and Communications, State–
SUMMARY:
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18:05 Sep 05, 2013
Jkt 229001
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who interact with the
Department through a social media
outlet or other electronic means
including by submitting feedback,
requesting more information from the
Department, or participating in a
contest, challenge, or other competition.
PO 00000
Frm 00085
Fmt 4703
Sfmt 4703
CATEGORIES OF RECORDS IN THE SYSTEM:
The system may contain information
passed through a social media site to
facilitate interaction with the
Department such as, but not limited to
the following: name, username, email
address, home or work address, contact
information, phone numbers, date of
birth, age, security questions, IP
addresses, log-in credentials, and
educational, business, or volunteer
affiliation. It may also include input and
feedback from the public, such as
comments, emails, videos, and images,
which may include tags, geotags, or
geographical metadata.
In addition to the information listed
above, individuals who enter a contest,
challenge, or other competition may be
asked to provide certain specific
information including financial data,
passport and visa information, and other
information necessary to authenticate
qualifications for participation or for
prize issuance.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Presidential Memorandum to the
Heads of Executive Departments and
Agencies on Transparency and Open
Government, January 21, 2009. OMB M–
10–06, Open Government Directive,
December 8, 2009. OMB M–10–22,
Guidance for Online Use of Web
Measurement and Customization
Technologies, June 25, 2010. OMB M–
10–23, Guidance for Agency Use of
Third-Party Web sites and Applications,
June 25, 2010. 5 U.S.C. 301,
Management of Executive Agencies. 22
U.S.C. 2651a, Organization of the
Department of State.
PURPOSE:
To extend outreach, engagement, and
collaboration efforts with the public,
and to facilitate transparency and
accountability with regard to
Department activities. To conduct and
administer contests, challenges, and
other competitions.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Information in this system may be
shared with the news media and the
public, with the approval of the Chief of
Mission or Bureau Assistant Secretary
who supervises the office responsible
for the outreach effort, except to the
extent that release of the information
would constitute an unwarranted
invasion of personal privacy;
To Government agencies and the
White House for purposes of planning
and coordinating public engagement
activities;
And to Federal, state, and city
governments which are issued tax
E:\FR\FM\06SEN1.SGM
06SEN1
]]>Agencies
[Federal Register Volume 78, Number 173 (Friday, September 6, 2013)]
[Notices]
[Pages 54945-54946]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2013-21768]
[[Page 54945]]
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DEPARTMENT OF STATE
[Public Notice 8450]
Privacy Act; System of Records: Protocol Records, State-33
SUMMARY: Notice is hereby given that the Department of State proposes
to amend an existing system of records, Protocol Records, State-33,
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 October 16, 2013,
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 retain the name ``Protocol Records'' (previously
published at 42 FR 49719). As an accounting of those U.S. government
officials receiving gifts and decorations from foreign governments and
to record for historical purposes the names of the individuals invited
to, and attending, official Department of State functions, and to
verify individuals nominated as a diplomatic representative on behalf
of a foreign government. The proposed system will include modifications
to all of the sections of the notice to ensure Privacy Act of 1974
compliance.
The Department's report was filed with the Office of Management and
Budget. The amended system description, ``Protocol Records, State-33,''
will read as set forth below.
Joyce A. Barr
Assistant Secretary for Administration, U.S. Department of State.
STATE-33
SYSTEM NAME:
Protocol Records.
SYSTEM CLASSIFICATION:
Unclassified and Classified.
SYSTEM LOCATION:
Department of State, 2201 C Street NW., Washington, DC 20520.
Abroad at U.S. embassies, U.S. consulates general, and U.S. consulates;
U.S. missions; Department of State annexes; various field and regional
offices throughout the United States.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals covered by this system include those receiving gifts
and decorations from foreign governments; individuals invited to
official Department of State functions; individuals who are part of
foreign delegations; individuals working at foreign embassies, missions
and organizations; and nominees for foreign ambassadorships to the
United States.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in this system include descriptions of gifts and
decorations received from foreign governments; donors; guest lists;
type of function; sample invitations; address and occupation of
invitees; and biographical information (this includes, but is not
limited to: names, nationalities, r[eacute]sum[eacute]s, curricula
vitae, copies of passports, copies of visas, dates of birth, and
photographs).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
22 U.S.C. 2621, 22 U.S.C. 2625, 22 U.S.C. 4301 et seq.
PURPOSE:
The information in this system of records is an accounting of those
U.S. government officials receiving gifts and decorations from foreign
governments and to record for historical purposes the names of the
individuals invited to, and attending, official Department of State
functions, and to verify individuals nominated as a diplomatic
representative on behalf of a foreign government.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The information contained in these records may be shared with: the
Executive Office of the President; Congress; and other government
agencies having statutory or other lawful authority to maintain such
information.
The Department of State publishes periodically in the Federal
Register its Prefatory Statement of Routine Uses which applies to all
of its Privacy Act System of Records. These standard routine uses apply
to Protocol Records, State-33.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic and hard copy media.
RETRIEVABILITY:
By an individual name.
SAFEGUARDS:
All users are given cyber security awareness training which covers
the procedures for handling Sensitive But Unclassified (SBU)
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, PA 459, 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 Protocol 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 to unclassified systems and
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 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 following
[[Page 54946]]
address: 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:
Assistant Chief of Protocol for Management and Executive Director,
Office of the Chief of Protocol, Department of State, 2201 C Street
NW., Washington, DC 20520.
NOTIFICATION PROCEDURE:
Individuals who have cause to believe that the Office of the Chief
of Protocol may have records pertaining to him or her should write to
the following address: 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 requests the records of
the Office of the Chief of Protocol to be checked. At a minimum, the
individual must include the following: name, date and place of birth,
current mailing address and zip code, signature, and any 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:
These records contain information collected directly from: the
individual who is the subject of these records; employers and public
references; other officials in the Department of State; other
government agencies; foreign governments; and other public and
professional institutions possessing relevant information.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 2013-21768 Filed 9-5-13; 8:45 am]
BILLING CODE 4710-24-P
