Privacy Act of 1974; System of Records, 28707-28709 [2018-13212]
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Federal Register / Vol. 83, No. 119 / Wednesday, June 20, 2018 / Notices
including whether the proposed rule
change is consistent with the Act.
Comments may be submitted by any of
the following methods:
Electronic Comments
• Use the Commission’s internet
comment form (https://www.sec.gov/
rules/sro.shtml); or
• Send an email to rule-comments@
sec.gov. Please include File Number SR–
ISE–2018–52 on the subject line.
Paper Comments
sradovich on DSK3GMQ082PROD with NOTICES
• Send paper comments in triplicate
to Secretary, Securities and Exchange
Commission, 100 F Street NE,
Washington, DC 20549–1090.
All submissions should refer to File
Number SR–ISE–2018–52. This file
number should be included on the
subject line if email is used. To help the
Commission process and review your
comments more efficiently, please use
only one method. The Commission will
post all comments on the Commission’s
internet website (https://www.sec.gov/
rules/sro.shtml). Copies of the
submission, all subsequent
amendments, all written statements
with respect to the proposed rule
change that are filed with the
Commission, and all written
communications relating to the
proposed rule change between the
Commission and any person, other than
those that may be withheld from the
public in accordance with the
provisions of 5 U.S.C. 552, will be
available for website viewing and
printing in the Commission’s Public
Reference Room, 100 F Street NE,
Washington, DC 20549, on official
business days between the hours of
10:00 a.m. and 3:00 p.m. Copies of the
filing also will be available for
inspection and copying at the principal
office of the Exchange. All comments
received will be posted without change.
Persons submitting comments are
cautioned that we do not redact or edit
personal identifying information from
comment submissions. You should
submit only information that you wish
to make available publicly. All
submissions should refer to File
Number SR–ISE–2018–52 and should be
submitted on or before July 11, 2018.
For the Commission, by the Division of
Trading and Markets, pursuant to delegated
authority.15
Eduardo A. Aleman,
Assistant Secretary.
[FR Doc. 2018–13171 Filed 6–19–18; 8:45 am]
BILLING CODE 8011–01–P
15 17
CFR 200.30–3(a)(12).
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records, additional routine uses of
records, updated contact information,
and a notice publication history.
DEPARTMENT OF STATE
[Public Notice: 10448]
Privacy Act of 1974; System of
Records
Department of State.
ACTION: Notice of a modified System of
Records.
AGENCY:
Information in the Legal
Adviser’s Case Management Records is
used to provide or facilitate the
provision of legal advice and opinion to
the offices of the Department of State
and to facilitate defense or
representation of the Department in
litigation and in other legal proceedings.
Information may also be used to reply
to requests from federal, state, local, or
international courts, agencies,
commissions, organizations, or
mechanisms.
DATES: In accordance with 5 U.S.C.
552a(e)(4) and (11), this system of
records notice is effective upon
publication, with the exception of the
routine uses (c), (e), (g), (h) and (k),
which are subject to a 30-day period
during which interested persons may
submit comments to the Department.
Please submit any comments by July 20,
2018.
ADDRESSES: Questions can be submitted
by mail or email. If mail, please write to:
U.S Department of State; Office of
Global Information Systems, Privacy
Staff; A/GIS/PRV; SA–2, Suite 8100;
Washington, DC 20522–0208. If email,
please address the email to the Senior
Agency Official for Privacy, Mary R.
Avery, at Privacy@state.gov. Please
write ‘‘Legal Case Management Records,
State-21’’ on the envelope or the subject
line of your email.
FOR FURTHER INFORMATION CONTACT:
Mary R. Avery, Senior Agency Official
for Privacy; U.S. Department of State;
Office of Global Information Services,
A/GIS/PRV; SA–2, Suite 8100;
Washington, DC 20522–0208 or at
(202)663–2215.
SUPPLEMENTARY INFORMATION: The
purpose of this modification is to make
substantive and administrative changes
to the previously published notice. This
notice modifies the following sections of
State-21, Legal Case Management
Records: Categories of Individuals,
Categories of Records, Purpose, Routine
Uses, and Record Source Categories. In
addition, this notice makes
administrative updates to the following
sections: Safeguards, Record Access
Procedures, Contesting Record
Procedures, Notification Procedures,
and History. These changes reflect new
OMB guidance, additional types of
SUMMARY:
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28707
SYSTEM NAME AND NUMBER
Legal Case Management Records,
State-21.
SECURITY CLASSIFICATION:
Unclassified and Classified.
SYSTEM LOCATION:
Department of State (‘‘Department’’),
located at 2201 C Street NW,
Washington, DC 20520; Department of
State annexes, U.S. Embassies, U.S.
Consulates General, and U.S.
Consulates.
SYSTEM MANAGER(S):
Executive Director, Office of the Legal
Adviser and Bureau of Legislative
Affairs, Department of State, 600 19th
Street NW, Suite 5.600, Washington, DC
20522 and can be reached at Legalprivacy@state.gov.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 22 U.S.C. 2651a; 22
U.S.C. 2656; 42 U.S.C. 659; 42 U.S.C.
666; 5 CFR part 581.
PURPOSE(S) OF THE SYSTEM:
Information in the Legal Adviser’s
Case Management Records is used to
provide or facilitate the provision of
legal advice and opinion to the offices
of the Department of State and to
facilitate defense or representation of
the Department in litigation and in other
legal proceedings. Information may also
be used to reply to requests from
federal, state, local, or international
courts, agencies, commissions,
organizations, or mechanisms.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who have filed or are the
subject of administrative grievances or
proceedings and Equal Employment
Opportunity complaints; individuals
involved in disciplinary proceedings;
individuals involved in alleged criminal
activity or activity in violation of
regulations; individuals who have filed
claims against the United States;
individuals who have sued the
Department of State or any officials;
individuals whose records may be
relevant to legal proceedings involving
the Department of State; individuals
who are the subjects of inquiries from
federal, state, and local agencies;
individuals who are the subjects of
inquiries by international commissions,
organizations, or mechanisms;
individuals who are the subjects of
income withholding orders,
garnishment orders, bankruptcy orders,
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Federal Register / Vol. 83, No. 119 / Wednesday, June 20, 2018 / Notices
state tax liens, and similar court or
agency documents; individuals who
have raised or discussed legal or policy
questions with the Office of the Legal
Adviser; and individuals who have
otherwise contacted the Office of the
Legal Adviser. The Privacy Act defines
an individual at 5 U.S.C. 552a(a)(2) as
a United States citizen or lawful
permanent resident.
CATEGORIES OF RECORDS IN THE SYSTEM:
Biographic information, such as
name, contact information, and place of
birth; employment histories; summaries
of circumstances surrounding
grievances, Equal Employment
Opportunity complaints, claims,
litigation, or disciplinary proceedings;
internal memoranda; copies of
indictments and charges; criminal
records and reports of investigations;
civil and administrative court records;
emails; electronic records in various
formats; supporting documentation for a
case against or involving the
Department, an individual or group;
contracts and other legal documents;
income withholding orders,
garnishment orders, bankruptcy orders,
state tax liens, and similar court or
agency documents; inquiries from
federal, state, and local agencies, and
responses to those inquiries; inquiries
from international commissions,
organizations or mechanisms, and
responses to those inquiries; documents
that may be relevant to or obtained in
the course of legal proceedings and
investigations; correspondence related
to legal or policy issues, regardless of
format (paper or electronic).
RECORD SOURCE CATEGORIES:
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These records contain information
that is primarily obtained from the
individual; offices of the Department of
State; other government agencies,
particularly the Department of Justice;
court systems and administrative
bodies; international commissions,
organizations, and other mechanisms;
previous employers; neighbors; security
investigation reports; other employees
or individuals having knowledge of the
issue about which a legal opinion is
requested or who are party to litigation
or investigation.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
PURPOSES OF SUCH USES:
Legal Case Management Records may
be disclosed to:
(a) The Department of Justice and
other federal agencies in connection
with facilitating defense of the
Department in legal proceedings and
analyzing legal issues;
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(b) Federal, state, and foreign courts,
tribunals, and adjudicatory bodies
where relevant and necessary to legal
proceedings;
(c) International courts, tribunals,
commissions, organizations, and
mechanisms where relevant and
necessary to proceedings or inquiries;
(d) A party to a legal proceeding
involving the Department, or the party’s
attorney or other designated
representative where relevant and
necessary to legal proceedings;
(e) A source, witness or subject, or an
attorney or other designated
representative of any source, witness or
subject where relevant and necessary to
legal proceedings;
(f) Federal agencies having statutory
or other lawful authority to maintain
such information where relevant and
necessary to fulfill statutory
responsibilities;
(g) Appropriate agencies, entities, and
persons when (1) the Department of
State suspects or has confirmed that
there has been a breach of the system of
records; (2) the Department of State has
determined that as a result of the
suspected or confirmed breach there is
a risk of harm to individuals, the
Department of State (including its
information systems, programs, and
operations), the Federal Government, or
national security; and (3) the disclosure
made to such agencies, entities, and
persons is reasonably necessary to assist
in connection with the Department of
State efforts to respond to the suspected
or confirmed breach or to prevent,
minimize, or remedy such harm;
(h) Another Federal agency or Federal
entity, when the Department of State
determines that information from this
system of records is reasonably
necessary to assist the recipient agency
or entity in (1) responding to a
suspected or confirmed breach or (2)
preventing, minimizing, or remedying
the risk of harm to individuals, the
recipient agency or entity (including its
information systems, programs, and
operations), the Federal Government, or
national security, resulting from a
suspected or confirmed breach;
(i) The Department may respond to
federal, state, and local agency inquiries
related to child support, alimony,
bankruptcy, state tax lien, or similar
issues;
(j) Pursuant to a court or agency order,
the Department may disclose relevant
information to private collection
agencies, law firms and/or other
individuals authorized to receive
benefits under such order; and
(k) The Department may also publish
certain information from this system of
records in a Department-published
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annual digest and through other
Department-controlled media when the
Department reasonably believes that
such publication will inform the public
about its practice of international law.
This may include, but is not limited to,
information about cases, proceedings,
and inquiries in which the Department
participates or is involved.
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 (published in
Volume 73, Number 136, Public Notice
6290, on July 15, 2008). All of these
standard routine uses apply to Legal
Case Management Records, State-21.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
Records will be stored in both hard
copy and electronic media. A
description of standard Department of
State policies concerning storage of
electronic records is found in the
Department’s Foreign Affairs Manual
(https://fam.state.gov/FAM/05FAM/
05FAM0440.html). All hard copies of
records containing personal information
are maintained in secured file cabinets
in restricted areas, access to which is
limited to authorized personnel only.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Hardcopy by name, date, country,
and/or subject; electronic by keyword or
metadata.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Records maintained in this system of
records are generally permanent and are
retired to the Records Service Center
one year after the close of the case.
These 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), and a complete list of the
Department’s schedules can be found on
our Freedom of Information Act (FOIA)
program’s website (https://
foia.state.gov/Learn/Records
Disposition.aspx). More specific
information may be obtained by writing
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.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
All users are given cyber security
awareness training that covers the
procedures for handling Sensitive but
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Federal Register / Vol. 83, No. 119 / Wednesday, June 20, 2018 / Notices
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.
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. While the majority
of records covered in the Legal Case
Management Records are electronic, all
paper records containing personal
information are maintained in secured
file cabinets in restricted areas, access to
which is limited to authorized
personnel. 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.
Before being granted access to Legal
Case Management 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 through a
Department approved access program.
Remote access to the network is
configured with the authentication
requirements contained in the Office of
Management and Budget Circular
Memorandum A–130. All Department of
State employees and contractors with
authorized access have undergone a
background security investigation.
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RECORD ACCESS PROCEDURES:
Individuals who wish to gain access
to or to amend records pertaining to
themselves should write to U.S.
Department of State; Director, Office of
Information Programs and Services; A/
GIS/IPS; SA–2, Suite 8100; Washington,
DC 20522–0208. The individual must
specify that he or she wishes the Legal
Case Management Records to be
checked. At a minimum, the individual
must include: Full name (including
maiden name, if appropriate) and any
other names used; current mailing
address and zip code; date and place of
birth; notarized signature or statement
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17:58 Jun 19, 2018
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under penalty of perjury; a brief
description of the circumstances that
caused the creation of the record
(including the city and/or country and
the approximate dates) which gives the
individual cause to believe that the
Legal Case Management Records
include records pertaining to him or
her. Detailed instructions on
Department of State procedures for
accessing and amending records can be
found at the Department’s FOIA website
(https://foia.state.gov/Request/
Guide.aspx).
CONTESTING RECORD PROCEDURES:
Individuals who wish to contest
records should write to U.S. Department
of State; Director, Office of Information
Programs and Services; A/GIS/IPS; SA–
2, Suite 8100; Washington, DC 20522–
0208.
NOTIFICATION PROCEDURES:
Individuals who have reason to
believe that this system of records may
contain information pertaining to them
may write to U.S. Department of State;
Director, Office of Information Programs
and Services; A/GIS/IPS; SA–2, Suite
8100; Washington, DC 20522–0208. The
individual must specify that he/she
wishes the Legal Case Management
Records to be checked. At a minimum,
the individual must include: full name
(including maiden name, if appropriate)
and any other names used; current
mailing address and zip code; date and
place of birth; notarized signature or
statement under penalty of perjury; a
brief description of the circumstances
that caused the creation of the record
(including the city and/or country and
the approximate dates) which gives the
individual cause to believe that the
Legal Case Management Records
include records pertaining to him or
her.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(1),
records in this system may be exempted
from subsections (c)(3), (d), (e)(1),
(e)(4)(G), (e)(4)(H), (e)(4)(I), (f) of 552a.
See 22 CFR 171.26.
HISTORY:
This SORN was previously published
at 81 FR 40741.
Mary R. Avery,
Senior Agency Official for Privacy, Senior
Advisor, Office of Global Information
Services, Bureau of Administration,
Department of State.
[FR Doc. 2018–13212 Filed 6–19–18; 8:45 am]
BILLING CODE 4710–24–P
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28709
SURFACE TRANSPORTATION BOARD
[Docket No. FD 36198 (Sub-No. 1)]
New Orleans Public Belt Railroad
Corporation—Trackage Rights
Exemption—Illinois Central Railroad
Company
On May 21, 2018, New Orleans Public
Belt Railroad Corporation (NOPB Corp.)
filed a verified notice of exemption in
Docket No. FD 36198 for trackage rights
under the class exemption at 49 CFR
1180.2(d)(7) 1 and simultaneously filed a
petition in this sub-docket to partially
revoke the exemption to allow the
trackage rights to expire on January 31,
2020. Notice of the exemption in Docket
No. FD 36198 was served and published
in the Federal Register on June 6, 2018
(83 FR 26,337), and became effective on
June 20, 2018. This decision addresses
NOPB Corp.’s petition to partially
revoke the exemption.
As explained by NOPB Corp. in its
verified notice of exemption in Docket
No. FD 36198, pursuant to a September
16, 2016 temporary trackage rights
agreement and subsequent amendment,
dated December 28, 2016, NOPB Corp.’s
predecessor obtained temporary
overhead trackage rights on
approximately 6.3 miles of Illinois
Central Railroad Company (IC) rail line
in New Orleans, La., for the purpose of
interchanging traffic with Kansas City
Southern Railway Company (KCS) on
KCS trackage in New Orleans on a trial
basis. See New Orleans Pub. Belt R.R.—
Temp. Trackage Rights Exemption—Ill.
Cent. R.R., FD 36067 (STB served Jan.
30, 2017); New Orleans Pub. Belt R.R.—
Temp. Trackage Rights Exemption—Ill.
Cent. R.R., FD 36067 (STB served Oct.
14, 2016). NOPB Corp. states that it
acquired its predecessor’s interest in the
temporary trackage rights arrangement
as part of the transaction authorized in
New Orleans Public Belt Railroad—
Acquisition & Operation Exemption—
Public Belt Railroad Commission of New
Orleans, FD 36149 (STB served Dec. 27,
2017).
NOPB Corp. states in its petition in
this sub-docket that the temporary
trackage rights were scheduled to expire
on January 31, 2018, but NOPB Corp.
and IC entered into a second
amendment to the temporary trackage
rights agreement, dated January 31,
2018, which further extended the
1 On June 1, 2018, NOPB Corp. supplemented its
verified notice of exemption to certify that the
traffic subject to the trackage rights does not involve
an interchange commitment that limits interchange
with a third-party connecting carrier. See NOPB
Corp. Letter 1, New Orleans Pub. Belt R.R.—
Trackage Rights Exemption—Ill. Cent. R.R., FD
36198.
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]]>Agencies
[Federal Register Volume 83, Number 119 (Wednesday, June 20, 2018)]
[Notices]
[Pages 28707-28709]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2018-13212]
=======================================================================
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DEPARTMENT OF STATE
[Public Notice: 10448]
Privacy Act of 1974; System of Records
AGENCY: Department of State.
ACTION: Notice of a modified System of Records.
-----------------------------------------------------------------------
SUMMARY: Information in the Legal Adviser's Case Management Records is
used to provide or facilitate the provision of legal advice and opinion
to the offices of the Department of State and to facilitate defense or
representation of the Department in litigation and in other legal
proceedings. Information may also be used to reply to requests from
federal, state, local, or international courts, agencies, commissions,
organizations, or mechanisms.
DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this system of
records notice is effective upon publication, with the exception of the
routine uses (c), (e), (g), (h) and (k), which are subject to a 30-day
period during which interested persons may submit comments to the
Department. Please submit any comments by July 20, 2018.
ADDRESSES: Questions can be submitted by mail or email. If mail, please
write to: U.S Department of State; Office of Global Information
Systems, Privacy Staff; A/GIS/PRV; SA-2, Suite 8100; Washington, DC
20522-0208. If email, please address the email to the Senior Agency
Official for Privacy, Mary R. Avery, at [email protected]. Please write
``Legal Case Management Records, State-21'' on the envelope or the
subject line of your email.
FOR FURTHER INFORMATION CONTACT: Mary R. Avery, Senior Agency Official
for Privacy; U.S. Department of State; Office of Global Information
Services, A/GIS/PRV; SA-2, Suite 8100; Washington, DC 20522-0208 or at
(202)663-2215.
SUPPLEMENTARY INFORMATION: The purpose of this modification is to make
substantive and administrative changes to the previously published
notice. This notice modifies the following sections of State-21, Legal
Case Management Records: Categories of Individuals, Categories of
Records, Purpose, Routine Uses, and Record Source Categories. In
addition, this notice makes administrative updates to the following
sections: Safeguards, Record Access Procedures, Contesting Record
Procedures, Notification Procedures, and History. These changes reflect
new OMB guidance, additional types of records, additional routine uses
of records, updated contact information, and a notice publication
history.
SYSTEM NAME AND NUMBER
Legal Case Management Records, State-21.
SECURITY CLASSIFICATION:
Unclassified and Classified.
SYSTEM LOCATION:
Department of State (``Department''), located at 2201 C Street NW,
Washington, DC 20520; Department of State annexes, U.S. Embassies, U.S.
Consulates General, and U.S. Consulates.
SYSTEM MANAGER(S):
Executive Director, Office of the Legal Adviser and Bureau of
Legislative Affairs, Department of State, 600 19th Street NW, Suite
5.600, Washington, DC 20522 and can be reached at [email protected].
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 22 U.S.C. 2651a; 22 U.S.C. 2656; 42 U.S.C. 659; 42
U.S.C. 666; 5 CFR part 581.
PURPOSE(S) OF THE SYSTEM:
Information in the Legal Adviser's Case Management Records is used
to provide or facilitate the provision of legal advice and opinion to
the offices of the Department of State and to facilitate defense or
representation of the Department in litigation and in other legal
proceedings. Information may also be used to reply to requests from
federal, state, local, or international courts, agencies, commissions,
organizations, or mechanisms.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have filed or are the subject of administrative
grievances or proceedings and Equal Employment Opportunity complaints;
individuals involved in disciplinary proceedings; individuals involved
in alleged criminal activity or activity in violation of regulations;
individuals who have filed claims against the United States;
individuals who have sued the Department of State or any officials;
individuals whose records may be relevant to legal proceedings
involving the Department of State; individuals who are the subjects of
inquiries from federal, state, and local agencies; individuals who are
the subjects of inquiries by international commissions, organizations,
or mechanisms; individuals who are the subjects of income withholding
orders, garnishment orders, bankruptcy orders,
[[Page 28708]]
state tax liens, and similar court or agency documents; individuals who
have raised or discussed legal or policy questions with the Office of
the Legal Adviser; and individuals who have otherwise contacted the
Office of the Legal Adviser. The Privacy Act defines an individual at 5
U.S.C. 552a(a)(2) as a United States citizen or lawful permanent
resident.
CATEGORIES OF RECORDS IN THE SYSTEM:
Biographic information, such as name, contact information, and
place of birth; employment histories; summaries of circumstances
surrounding grievances, Equal Employment Opportunity complaints,
claims, litigation, or disciplinary proceedings; internal memoranda;
copies of indictments and charges; criminal records and reports of
investigations; civil and administrative court records; emails;
electronic records in various formats; supporting documentation for a
case against or involving the Department, an individual or group;
contracts and other legal documents; income withholding orders,
garnishment orders, bankruptcy orders, state tax liens, and similar
court or agency documents; inquiries from federal, state, and local
agencies, and responses to those inquiries; inquiries from
international commissions, organizations or mechanisms, and responses
to those inquiries; documents that may be relevant to or obtained in
the course of legal proceedings and investigations; correspondence
related to legal or policy issues, regardless of format (paper or
electronic).
RECORD SOURCE CATEGORIES:
These records contain information that is primarily obtained from
the individual; offices of the Department of State; other government
agencies, particularly the Department of Justice; court systems and
administrative bodies; international commissions, organizations, and
other mechanisms; previous employers; neighbors; security investigation
reports; other employees or individuals having knowledge of the issue
about which a legal opinion is requested or who are party to litigation
or investigation.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Legal Case Management Records may be disclosed to:
(a) The Department of Justice and other federal agencies in
connection with facilitating defense of the Department in legal
proceedings and analyzing legal issues;
(b) Federal, state, and foreign courts, tribunals, and adjudicatory
bodies where relevant and necessary to legal proceedings;
(c) International courts, tribunals, commissions, organizations,
and mechanisms where relevant and necessary to proceedings or
inquiries;
(d) A party to a legal proceeding involving the Department, or the
party's attorney or other designated representative where relevant and
necessary to legal proceedings;
(e) A source, witness or subject, or an attorney or other
designated representative of any source, witness or subject where
relevant and necessary to legal proceedings;
(f) Federal agencies having statutory or other lawful authority to
maintain such information where relevant and necessary to fulfill
statutory responsibilities;
(g) Appropriate agencies, entities, and persons when (1) the
Department of State suspects or has confirmed that there has been a
breach of the system of records; (2) the Department of State has
determined that as a result of the suspected or confirmed breach there
is a risk of harm to individuals, the Department of State (including
its information systems, programs, and operations), the Federal
Government, or national security; and (3) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Department of State efforts to respond to the
suspected or confirmed breach or to prevent, minimize, or remedy such
harm;
(h) Another Federal agency or Federal entity, when the Department
of State determines that information from this system of records is
reasonably necessary to assist the recipient agency or entity in (1)
responding to a suspected or confirmed breach or (2) preventing,
minimizing, or remedying the risk of harm to individuals, the recipient
agency or entity (including its information systems, programs, and
operations), the Federal Government, or national security, resulting
from a suspected or confirmed breach;
(i) The Department may respond to federal, state, and local agency
inquiries related to child support, alimony, bankruptcy, state tax
lien, or similar issues;
(j) Pursuant to a court or agency order, the Department may
disclose relevant information to private collection agencies, law firms
and/or other individuals authorized to receive benefits under such
order; and
(k) The Department may also publish certain information from this
system of records in a Department-published annual digest and through
other Department-controlled media when the Department reasonably
believes that such publication will inform the public about its
practice of international law. This may include, but is not limited to,
information about cases, proceedings, and inquiries in which the
Department participates or is involved.
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 (published in Volume 73, Number 136, Public Notice 6290, on
July 15, 2008). All of these standard routine uses apply to Legal Case
Management Records, State-21.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records will be stored in both hard copy and electronic media. A
description of standard Department of State policies concerning storage
of electronic records is found in the Department's Foreign Affairs
Manual (https://fam.state.gov/FAM/05FAM/05FAM0440.html). All hard
copies of records containing personal information are maintained in
secured file cabinets in restricted areas, access to which is limited
to authorized personnel only.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Hardcopy by name, date, country, and/or subject; electronic by
keyword or metadata.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records maintained in this system of records are generally
permanent and are retired to the Records Service Center one year after
the close of the case. These 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), and a complete list of the Department's
schedules can be found on our Freedom of Information Act (FOIA)
program's website (https://foia.state.gov/Learn/RecordsDisposition.aspx). More specific information may be obtained by
writing 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.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
All users are given cyber security awareness training that covers
the procedures for handling Sensitive but
[[Page 28709]]
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.
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. While the majority of records covered in the Legal Case
Management Records are electronic, all paper records containing
personal information are maintained in secured file cabinets in
restricted areas, access to which is limited to authorized personnel.
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.
Before being granted access to Legal Case Management 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 through a Department
approved access program. Remote access to the network is configured
with the authentication requirements contained in the Office of
Management and Budget Circular Memorandum A-130. All Department of
State employees and contractors with authorized access have undergone a
background security investigation.
RECORD ACCESS PROCEDURES:
Individuals who wish to gain access to or to amend records
pertaining to themselves should write to U.S. Department of State;
Director, Office of Information Programs and Services; A/GIS/IPS; SA-2,
Suite 8100; Washington, DC 20522-0208. The individual must specify that
he or she wishes the Legal Case Management Records to be checked. At a
minimum, the individual must include: Full name (including maiden name,
if appropriate) and any other names used; current mailing address and
zip code; date and place of birth; notarized signature or statement
under penalty of perjury; a brief description of the circumstances that
caused the creation of the record (including the city and/or country
and the approximate dates) which gives the individual cause to believe
that the Legal Case Management Records include records pertaining to
him or her. Detailed instructions on Department of State procedures for
accessing and amending records can be found at the Department's FOIA
website (https://foia.state.gov/Request/Guide.aspx).
CONTESTING RECORD PROCEDURES:
Individuals who wish to contest records should write to U.S.
Department of State; Director, Office of Information Programs and
Services; A/GIS/IPS; SA-2, Suite 8100; Washington, DC 20522-0208.
NOTIFICATION PROCEDURES:
Individuals who have reason to believe that this system of records
may contain information pertaining to them may write to U.S. Department
of State; Director, Office of Information Programs and Services; A/GIS/
IPS; SA-2, Suite 8100; Washington, DC 20522-0208. The individual must
specify that he/she wishes the Legal Case Management Records to be
checked. At a minimum, the individual must include: full name
(including maiden name, if appropriate) and any other names used;
current mailing address and zip code; date and place of birth;
notarized signature or statement under penalty of perjury; a brief
description of the circumstances that caused the creation of the record
(including the city and/or country and the approximate dates) which
gives the individual cause to believe that the Legal Case Management
Records include records pertaining to him or her.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(k)(1), records in this system may be
exempted from subsections (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H),
(e)(4)(I), (f) of 552a. See 22 CFR 171.26.
HISTORY:
This SORN was previously published at 81 FR 40741.
Mary R. Avery,
Senior Agency Official for Privacy, Senior Advisor, Office of Global
Information Services, Bureau of Administration, Department of State.
[FR Doc. 2018-13212 Filed 6-19-18; 8:45 am]
BILLING CODE 4710-24-P
