Privacy Act of 1974; System of Records, 31575-31577 [2023-10532]

Agencies

• DEPARTMENT OF STATE

[Federal Register Volume 88, Number 95 (Wednesday, May 17, 2023)]
[Notices]
[Pages 31575-31577]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2023-10532]


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DEPARTMENT OF STATE

[Public Notice: 12013]


Privacy Act of 1974; System of Records

AGENCY: Department of State.

ACTION: Notice of a modified system of records.

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SUMMARY: The information collected and maintained in the Cryptographic 
Clearance Records system is used by the Bureau of Information Resource 
Management in the Department of State to determine an employee's 
eligibility for cryptographic clearance and to protect cryptographic 
duties and sensitive information from unauthorized disclosure.

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 (a) and (b) that are subject to a 30-day period during 
which interested persons may submit comments to the Department. Please 
submit any comments by June 16, 2023.

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 4534, 2201 C St. NW, 
Washington, DC 20520. If email, please address the email to the Senior 
Agency Official for Privacy, Eric F. Stein, at [email protected]. 
Please write ``Cryptographic Clearance Records, State-07'' 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 4534, 2201 C St. NW, Washington, DC 20520 or by 
calling (202) 485-2051.

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: Summary, Dates, 
Addresses, For Further Information Contact, Supplementary Information, 
System Location(s), Categories of Records in the System, Policies and 
Procedures for Retrieval of Records, Routine Uses of Records Maintained 
in the System, Policies and Practices for Storage of Records, Policies 
and Practices for Retention and Disposal of Records, and 
Administrative, Technical, and Physical Safeguards. In addition, this 
notice makes administrative updates to the following sections: Record 
Access Procedures, Notification Procedures, and History. This notice is 
being modified to reflect new OMB guidance, new routine uses and 
categories of records, updated contact information, and a notice 
publication history.

SYSTEM NAME AND NUMBER:
    Cryptographic Clearance Records, State-07.

[[Page 31576]]

SECURITY CLASSIFICATION:
    Unclassified and Classified.

SYSTEM LOCATION:
    Department of State, ESOC West, Building 17, 1 Denver Federal 
Center, Denver, Colorado 80225.

SYSTEM MANAGER(S):
    Chief, Cryptographic Services Branch, Systems Integrity Division, 
Bureau of Information Resource Management, SA-07B, 7958 Angus Ct., 
Springfield, VA 22153. The system manager can be reached on 
[email protected].

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
     22 U.S.C. 4802 (Diplomatic Security) (Responsibility of 
Secretary of State);
     5 U.S.C. 301 (Management of Executive Agencies);
     5 U.S.C. chapter 73 (Suitability, Security, and Conduct);
     Executive Order 13526 (Classified National Security 
Information);
     CNSS Policy No. 3, dated October 2007 (National Policy on 
Granting Access to U.S. Classified Cryptographic Information);
     Executive Order 12968, as amended (Access to Classified 
Information);
     Executive Order 13467, as amended (Reforming Processes 
Related to Suitability for Government Employment, Fitness, for 
Contractor Employees, and Eligibility for Access to Classified National 
Security Information); and
     Security Executive Agent Directive 4 (National Security 
Adjudicative Guidelines).

PURPOSE(S) OF THE SYSTEM:
    The information collected and maintained in the Cryptographic 
Clearance Records system is used by the Bureau of Information Resource 
Management in the Department of State to determine an employee's 
eligibility for cryptographic clearance and to protect cryptographic 
duties and sensitive information from unauthorized disclosure.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All current Civil Service and Foreign Service direct hire employees 
of the Department of State and Agency for International Development who 
have applied for cryptographic clearances as well as those who have 
already received cryptographic clearance. 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:
    This system contains employee name, last four digits of social 
security number (SSN), date of birth (DOB), Foreign Service (FS) HR ID 
number, FS skill code, position held by an employee, correspondence 
from the Bureau of Diplomatic Security concerning an individual's 
clearance, and date the clearance was granted or denied.

RECORD SOURCE CATEGORIES:
    These records contain information obtained from the individual who 
is the subject of these records and Cryptographic Services Branch 
personnel.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    The information in Cryptographic Clearance Records system may be 
disclosed to the following:
    (a.) 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.) 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.
    The Department of State periodically publishes in the Federal 
Register its standard routine uses that apply to all of its Privacy Act 
systems of records. These notices appear in the form of a Prefatory 
Statement (published in Volume 73, Number 136, Public Notice 6290, on 
July 8 15, 2008). All these standard routine uses apply to 
Cryptographic Clearance Records, State-07.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are stored in hard copy and magnetic computer 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:
    Records are retrieved by individual name, last four digits of SSN, 
DOB, and Foreign Service (FS) HR ID number.

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. The retention 
period for records maintained in the system is twenty years. 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 (SBU) 
information, including personally identifiable information (PII). 
Annual refresher training is mandatory. In addition, all Department 
OpenNet users are required to take the Foreign Service Institute 
distance learning course instructing employees on privacy and security 
requirements, including the rules of behavior for handling PII and the 
potential consequences if it is handled improperly. Before being 
granted access to Cryptographic Clearance Records, a user must first be 
granted access to the Department of State computer system.
    All Department of State employees and contractors with authorized 
access to records maintained in this system of records 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. 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.

[[Page 31577]]

RECORD ACCESS PROCEDURES:
    Individuals who wish to gain access to or 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 
NW, Room B-266; Washington, DC 20520. The individual must specify that 
he or she wishes the Cryptographic Clearance 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 Cryptographic Clearance Records include records pertaining to 
him or her. Detailed instructions on Department of State procedures for 
accessing and amending records can be found on the Department's FOIA 
website 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/she wishes the Cryptographic Clearance 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 Cryptographic Clearance 
Records system include records pertaining to him or her.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Previously published in the Federal Register on August 27, 2010 in 
Volume 75, Number 166, Public Notice 7132.

Eric F. Stein,
Deputy Assistant Secretary, Global Information Services (A/GIS), U.S. 
Department of State.
[FR Doc. 2023-10532 Filed 5-16-23; 8:45 am]
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