Privacy Act of 1974; System of Records, 52185-52187 [2020-18532]
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jbell on DSKJLSW7X2PROD with NOTICES
Federal Register / Vol. 85, No. 164 / Monday, August 24, 2020 / Notices
enhancing order execution
opportunities for ETP Holders. As a
result, the Exchange believes that the
proposed change furthers the
Commission’s goal in adopting
Regulation NMS of fostering integrated
competition among orders, which
promotes ‘‘more efficient pricing of
individual stocks for all types of orders,
large and small.’’ 25
Intramarket Competition. The
proposed changes are designed to
respond to the current competitive
environment and to attract additional
order flow to the Exchange. The
Exchange believes that the proposed
changes would continue to incentivize
market participants to direct order flow
to the Exchange. Greater liquidity
benefits all market participants on the
Exchange by providing more trading
opportunities and encourages ETP
Holders to send orders, thereby
contributing to robust levels of liquidity,
which benefits all market participants
on the Exchange. The proposed credits
and lower fees would be available to all
similarly-situated market participants,
and, as such, the proposed change
would not impose a disparate burden on
competition among market participants
on the Exchange. As such, the Exchange
believes the proposed amendments to
its Fee Schedule would not impose any
burden on intramarket competition that
is not necessary or appropriate in
furtherance of the purposes of the Act.
Intermarket Competition. The
Exchange operates in a highly
competitive market in which market
participants can readily choose to send
their orders to other exchange and offexchange venues if they deem fee levels
at those other venues to be more
favorable. As noted above, the
Exchange’s market share of intraday
trading (i.e., excluding auctions) is
currently less than 10%. In such an
environment, the Exchange must
continually adjust its fees and rebates to
remain competitive with other
exchanges and with off-exchange
venues. Because competitors are free to
modify their own fees and credits in
response, and because market
participants may readily adjust their
order routing practices, the Exchange
does not believe its proposed fee change
can impose any burden on intermarket
competition.
The Exchange believes that the
proposed change could promote
competition between the Exchange and
other execution venues, including those
that currently offer similar order types
and comparable transaction pricing, by
encouraging additional orders to be sent
to the Exchange for execution.
C. Self-Regulatory Organization’s
Statement on Comments on the
Proposed Rule Change Received From
Members, Participants, or Others
No written comments were solicited
or received with respect to the proposed
rule change.
III. Date of Effectiveness of the
Proposed Rule Change and Timing for
Commission Action
The foregoing rule change is effective
upon filing pursuant to Section
19(b)(3)(A) 26 of the Act and
subparagraph (f)(2) of Rule 19b–4 27
thereunder, because it establishes a due,
fee, or other charge imposed by the
Exchange.
At any time within 60 days of the
filing of such proposed rule change, the
Commission summarily may
temporarily suspend such rule change if
it appears to the Commission that such
action is necessary or appropriate in the
public interest, for the protection of
investors, or otherwise in furtherance of
the purposes of the Act. If the
Commission takes such action, the
Commission shall institute proceedings
under Section 19(b)(2)(B) 28 of the Act to
determine whether the proposed rule
change should be approved or
disapproved.
IV. Solicitation of Comments
Interested persons are invited to
submit written data, views, and
arguments concerning the foregoing,
including whether the proposed rule
change is consistent with the Act.
Comments may be submitted by any of
the following methods:
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–NYSEArca-2020–75 and
should be submitted on or before
September 14, 2020.
For the Commission, by the Division of
Trading and Markets, pursuant to delegated
authority.29
J. Matthew DeLesDernier,
Assistant Secretary.
[FR Doc. 2020–18467 Filed 8–21–20; 8:45 am]
BILLING CODE 8011–01–P
DEPARTMENT OF STATE
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–
NYSEArca–2020–75 on the subject line.
Paper Comments
• 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–NYSEArca-2020–75. 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
26 15
U.S.C. 78s(b)(3)(A).
CFR 240.19b–4(f)(2).
28 15 U.S.C. 78s(b)(2)(B).
[Public Notice: 11178]
Privacy Act of 1974; System of
Records
Department of State.
Notice of a new system of
AGENCY:
ACTION:
records.
Information in Secretariat
Contact Records is used to facilitate
Department communication with
domestic and foreign interlocutors.
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 that are subject to a 30-day
period during which interested persons
may submit comments to the
SUMMARY:
27 17
25 See
Regulation NMS, 70 FR at 37498–99.
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CFR 200.30–3(a)(12).
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52186
Federal Register / Vol. 85, No. 164 / Monday, August 24, 2020 / Notices
Department. Please submit any
comments by September 23, 2020.
ADDRESSES: Questions can be submitted
by mail, email or by calling Eric F.
Stein, the Senior Agency Official for
Privacy, on (202) 485–2051. If mail,
please write to: U.S Department of State;
Office of Global Information Systems;
A/GIS; Room, 1417, 2201 C St., NW;
Washington, D C 20520. If email, please
address the email to the Senior Agency
Official for Privacy, Eric F. Stein, at
Privacy@state.gov. Please write
‘‘Secretariat Contact Records, State-84’’
on the envelope or the subject line of
your email.
FOR FURTHER INFORMATION CONTACT: Eric
F. Stein, Senior Agency Official for
Privacy; U.S. Department of State; Office
of Global Information Services, A/GIS;
Room 1417, 2201 C St. NW;
Washington, DC 20520 or by calling
(202) 485–2051.
SUPPLEMENTARY INFORMATION: None.
SYSTEM NAME AND NUMBER:
Secretariat Contact Records, State-84.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Department of State (‘‘Department’’),
located at 2201 C Street NW,
Washington, DC 20520.
SYSTEM MANAGER(S):
Director, Operations Center, 2201 C
Street NW, Washington, DC 20520,
operationscenter@state.gov, (202) 647–
1512.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
8 U.S.C. 1104 (Powers and Duties of
the Secretary of State).
PURPOSE(S) OF THE SYSTEM:
Information in the Secretariat Contact
Records is used to facilitate Department
communication with domestic and
foreign interlocutors. These records are
maintained by the Operations Center
staff and used to establish calls when
needed by the Secretary of State to
discuss foreign policy matters.
Additional data is collected in the form
of call notes that help clarify contact
methods.
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CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who interact with
Department of State officials on matters
of official business. 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:
Contact information related to
individuals who interact with
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16:31 Aug 21, 2020
Jkt 250001
Department of State officials on matters
of official business. These records
include name, email addresses, phone
numbers, and job title. These records
may also include information about the
individual’s previous interactions with
the Department of State, such as the
purpose and date of a call connected by
the Department of State’s Operations
Center and notes to clarify contact
methods for the individual.
RECORD SOURCE CATEGORIES:
These records contain information
that is primarily obtained from the
individual who is the subject of the
records.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
PURPOSES OF SUCH USES:
Secretariat Contact Records may be
disclosed:
(a) To 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.
(b) To 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.
(c) A contractor of the Department
having need for the information in the
performance of the contract, but not
operating a system of records within the
meaning of 5 U.S.C. 552a(m).
(d) An agency, whether federal, state,
local or foreign, where a record
indicates a violation or potential
violation of law, whether civil, criminal
or regulatory in nature, and whether
arising by general statute or particular
program statute, or by regulation, rule or
order issued pursuant thereto, so that
the recipient agency can fulfill its
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responsibility to investigate or prosecute
such violation or enforce or implement
the statute, rule, regulation, or order.
(e) The Federal Bureau of
Investigation, the Department of
Homeland Security, the National
Counter-Terrorism Center (NCTC), the
Terrorist Screening Center (TSC), or
other appropriate federal agencies, for
the integration and use of such
information to protect against terrorism,
if that record is about one or more
individuals known, or suspected, to be
or to have been involved in activities
constituting, in preparation for, in aid
of, or related to terrorism. Such
information may be further
disseminated by recipient agencies to
Federal, State, local, territorial, tribal,
and foreign government authorities, and
to support private sector processes as
contemplated in Homeland Security
Presidential Directive/HSPD–6 and
other relevant laws and directives, for
terrorist screening, threat-protection and
other homeland security purposes.
(f) A congressional office from the
record of an individual in response to
an inquiry from the Congressional office
made at the request of that individual.
(g) A court, adjudicative body, or
administrative body before which the
Department is authorized to appear
when (a) the Department; (b) any
employee of the Department in his or
her official capacity; (c) any employee of
the Department in his or her individual
capacity where the U.S. Department of
Justice (‘‘DOJ’’) or the Department has
agreed to represent the employee; or (d)
the Government of the United States,
when the Department determines that
litigation is likely to affect the
Department, is a party to litigation or
has an interest in such litigation, and
the use of such records by the
Department is deemed to be relevant
and necessary to the litigation or
administrative proceeding.
(h) The Department of Justice (‘‘DOJ’’)
for its use in providing legal advice to
the Department or in representing the
Department in a proceeding before a
court, adjudicative body, or other
administrative body before which the
Department is authorized to appear,
where the Department deems DOJ’s use
of such information relevant and
necessary to the litigation, and such
proceeding names as a party or interests:
(a) The Department or any component
of it;
(b) Any employee of the Department
in his or her official capacity;
(c) Any employee of the Department
in his or her individual capacity where
DOJ as agreed to represent the
employee; or
E:\FR\FM\24AUN1.SGM
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Federal Register / Vol. 85, No. 164 / Monday, August 24, 2020 / Notices
(d) The Government of the United
States, where the Department
determines that litigation is likely to
affect the Department or any of its
components.
(i) The National Archives and Records
Administration and the General
Services Administration: For records
management inspections, surveys and
studies; following transfer to a Federal
records center for storage; and to
determine whether such records have
sufficient historical or other value to
warrant accessioning into the National
Archives of the United States.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
Records are stored on electronic
media. A description of standard
Department of State policies concerning
storage of electronic records is found
here https://fam.state.gov/FAM/05FAM/
05FAM0440.html.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Secretariat Contact Records
information is retrieved almost
exclusively through a name or phone
number search. Other fields, such as
address or title, are available for
retrieval, but are rarely used.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
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 outlined here https://foia.state.gov/
Learn/RecordsDisposition.aspx.
Secretariat Contact Records are
governed by Records Schedule A–03–
006–10 which covers temporary
customer/client records that may be
deleted when they are superseded,
become obsolete or the customer/client
requests the agency remove the records.
More specific information may be
obtained by writing to the following
address: U.S. Department of State;
Director, Office of Information Programs
and Services; A/GIS/IPS; 2201 C Street
NW; Room B–266; Washington, DC
20520.
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ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
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 Employed Staff who handle PII
are required to take the Foreign Service
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16:31 Aug 21, 2020
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Institute’s 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. 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
Secretariat Contact 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; 2201 C Street, N.W; Room B–
266; Washington, DC 20520. The
individual must specify that he or she
wishes the Secretariat Contact 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
Secretariat Contact 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 located at
https://foia.state.gov/Request/
Guide.aspx.
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52187
CONTESTING RECORD PROCEDURES:
Individuals who wish to contest
record procedures should write to U.S.
Department of State; Director, Office of
Information Programs and Services; A/
GIS/IPS; 2201 C Street NW; Room B–
266; Washington, DC 20520.
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; 2201 C Street
NW; Room B–266; Washington, DC
20520. The individual must specify that
he or she wishes the Secretariat Contact
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
Secretariat Contact Records include
records pertaining to him or her.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
None.
Dated: August 17, 2020.
Eric F. Stein,
Senior Agency Official for Privacy, Acting
Deputy Assistant Secretary, Office of Global
Information Services, Bureau of
Administration, Department of State.
[FR Doc. 2020–18532 Filed 8–21–20; 8:45 am]
BILLING CODE 4710–24–P
DEPARTMENT OF STATE
[Public Notice: 11188]
Determination Pursuant to the Foreign
Missions Act
Pursuant to the authority vested in the
Secretary of State by the laws of the
United States including the Foreign
Missions Act (22 U.S.C. 4301 et seq.)
and delegated pursuant to Department
of State Delegation of Authority No. 214
of September 20, 1994, I hereby
determine that the Confucius Institute
United States Center, and any successor
entity, including their real property and
personnel, is a foreign mission within
the meaning of 22 U.S.C. 4302(a)(3).
Furthermore, I hereby determine it to
be reasonably necessary to protect the
interests of the United States to require
E:\FR\FM\24AUN1.SGM
24AUN1
]]>Agencies
[Federal Register Volume 85, Number 164 (Monday, August 24, 2020)]
[Notices]
[Pages 52185-52187]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-18532]
=======================================================================
-----------------------------------------------------------------------
DEPARTMENT OF STATE
[Public Notice: 11178]
Privacy Act of 1974; System of Records
AGENCY: Department of State.
ACTION: Notice of a new system of records.
-----------------------------------------------------------------------
SUMMARY: Information in Secretariat Contact Records is used to
facilitate Department communication with domestic and foreign
interlocutors.
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 that are subject to a 30-day period during which
interested persons may submit comments to the
[[Page 52186]]
Department. Please submit any comments by September 23, 2020.
ADDRESSES: Questions can be submitted by mail, email or by calling Eric
F. Stein, the Senior Agency Official for Privacy, on (202) 485-2051. If
mail, please write to: U.S Department of State; Office of Global
Information Systems; A/GIS; Room, 1417, 2201 C St., NW; Washington, D C
20520. If email, please address the email to the Senior Agency Official
for Privacy, Eric F. Stein, at [email protected]. Please write
``Secretariat Contact Records, State-84'' on the envelope or the
subject line of your email.
FOR FURTHER INFORMATION CONTACT: Eric F. Stein, Senior Agency Official
for Privacy; U.S. Department of State; Office of Global Information
Services, A/GIS; Room 1417, 2201 C St. NW; Washington, DC 20520 or by
calling (202) 485-2051.
SUPPLEMENTARY INFORMATION: None.
SYSTEM NAME AND NUMBER:
Secretariat Contact Records, State-84.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Department of State (``Department''), located at 2201 C Street NW,
Washington, DC 20520.
SYSTEM MANAGER(S):
Director, Operations Center, 2201 C Street NW, Washington, DC
20520, [email protected], (202) 647-1512.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
8 U.S.C. 1104 (Powers and Duties of the Secretary of State).
PURPOSE(S) OF THE SYSTEM:
Information in the Secretariat Contact Records is used to
facilitate Department communication with domestic and foreign
interlocutors. These records are maintained by the Operations Center
staff and used to establish calls when needed by the Secretary of State
to discuss foreign policy matters. Additional data is collected in the
form of call notes that help clarify contact methods.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who interact with Department of State officials on
matters of official business. 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:
Contact information related to individuals who interact with
Department of State officials on matters of official business. These
records include name, email addresses, phone numbers, and job title.
These records may also include information about the individual's
previous interactions with the Department of State, such as the purpose
and date of a call connected by the Department of State's Operations
Center and notes to clarify contact methods for the individual.
RECORD SOURCE CATEGORIES:
These records contain information that is primarily obtained from
the individual who is the subject of the records.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Secretariat Contact Records may be disclosed:
(a) To 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.
(b) To 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.
(c) A contractor of the Department having need for the information
in the performance of the contract, but not operating a system of
records within the meaning of 5 U.S.C. 552a(m).
(d) An agency, whether federal, state, local or foreign, where a
record indicates a violation or potential violation of law, whether
civil, criminal or regulatory in nature, and whether arising by general
statute or particular program statute, or by regulation, rule or order
issued pursuant thereto, so that the recipient agency can fulfill its
responsibility to investigate or prosecute such violation or enforce or
implement the statute, rule, regulation, or order.
(e) The Federal Bureau of Investigation, the Department of Homeland
Security, the National Counter-Terrorism Center (NCTC), the Terrorist
Screening Center (TSC), or other appropriate federal agencies, for the
integration and use of such information to protect against terrorism,
if that record is about one or more individuals known, or suspected, to
be or to have been involved in activities constituting, in preparation
for, in aid of, or related to terrorism. Such information may be
further disseminated by recipient agencies to Federal, State, local,
territorial, tribal, and foreign government authorities, and to support
private sector processes as contemplated in Homeland Security
Presidential Directive/HSPD-6 and other relevant laws and directives,
for terrorist screening, threat-protection and other homeland security
purposes.
(f) A congressional office from the record of an individual in
response to an inquiry from the Congressional office made at the
request of that individual.
(g) A court, adjudicative body, or administrative body before which
the Department is authorized to appear when (a) the Department; (b) any
employee of the Department in his or her official capacity; (c) any
employee of the Department in his or her individual capacity where the
U.S. Department of Justice (``DOJ'') or the Department has agreed to
represent the employee; or (d) the Government of the United States,
when the Department determines that litigation is likely to affect the
Department, is a party to litigation or has an interest in such
litigation, and the use of such records by the Department is deemed to
be relevant and necessary to the litigation or administrative
proceeding.
(h) The Department of Justice (``DOJ'') for its use in providing
legal advice to the Department or in representing the Department in a
proceeding before a court, adjudicative body, or other administrative
body before which the Department is authorized to appear, where the
Department deems DOJ's use of such information relevant and necessary
to the litigation, and such proceeding names as a party or interests:
(a) The Department or any component of it;
(b) Any employee of the Department in his or her official capacity;
(c) Any employee of the Department in his or her individual
capacity where DOJ as agreed to represent the employee; or
[[Page 52187]]
(d) The Government of the United States, where the Department
determines that litigation is likely to affect the Department or any of
its components.
(i) The National Archives and Records Administration and the
General Services Administration: For records management inspections,
surveys and studies; following transfer to a Federal records center for
storage; and to determine whether such records have sufficient
historical or other value to warrant accessioning into the National
Archives of the United States.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are stored on electronic media. A description of standard
Department of State policies concerning storage of electronic records
is found here https://fam.state.gov/FAM/05FAM/05FAM0440.html.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Secretariat Contact Records information is retrieved almost
exclusively through a name or phone number search. Other fields, such
as address or title, are available for retrieval, but are rarely used.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
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 outlined here
https://foia.state.gov/Learn/RecordsDisposition.aspx. Secretariat
Contact Records are governed by Records Schedule A-03-006-10 which
covers temporary customer/client records that may be deleted when they
are superseded, become obsolete or the customer/client requests the
agency remove the records. More specific information may be obtained by
writing to the following address: U.S. Department of State; Director,
Office of Information Programs and Services; A/GIS/IPS; 2201 C Street
NW; Room B-266; Washington, DC 20520.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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 Employed Staff who handle PII are
required to take the Foreign Service Institute's 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. 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 Secretariat Contact 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; 2201
C Street, N.W; Room B-266; Washington, DC 20520. The individual must
specify that he or she wishes the Secretariat Contact 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 Secretariat Contact
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 located at https://foia.state.gov/Request/Guide.aspx.
CONTESTING RECORD PROCEDURES:
Individuals who wish to contest record procedures should write to
U.S. Department of State; Director, Office of Information Programs and
Services; A/GIS/IPS; 2201 C Street NW; Room B-266; Washington, DC
20520.
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; 2201 C Street NW; Room B-266; Washington, DC 20520. The individual
must specify that he or she wishes the Secretariat Contact 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 Secretariat Contact
Records include records pertaining to him or her.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
None.
Dated: August 17, 2020.
Eric F. Stein,
Senior Agency Official for Privacy, Acting Deputy Assistant Secretary,
Office of Global Information Services, Bureau of Administration,
Department of State.
[FR Doc. 2020-18532 Filed 8-21-20; 8:45 am]
BILLING CODE 4710-24-P
