80 FR 30525 - Privacy Act; System of Records: Official Gift Records and Gift Donor Vetting Records, State-80

DEPARTMENT OF STATE

Federal Register Volume 80, Issue 102 (May 28, 2015)

Notice is hereby given that the Department of State proposes to create a system of records, Official Gift Records and Gift Donor Vetting Records, State-80, 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.

[Federal Register Volume 80, Number 102 (Thursday, May 28, 2015)]
[Notices]
[Pages 30525-30526]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2015-12910]


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DEPARTMENT OF STATE

[Public Notice 9152]


Privacy Act; System of Records: Official Gift Records and Gift 
Donor Vetting Records, State-80

SUMMARY: Notice is hereby given that the Department of State proposes 
to create a system of records, Official Gift Records and Gift Donor 
Vetting Records, State-80, 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 July 7, 2015, 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: John Hackett, Acting Director; Office 
of Information Programs and Services, A/GIS/IPS; Department of State, 
SA-2; 515 22nd Street NW., Washington, DC 20522-8100, or at 
[email protected].

SUPPLEMENTARY INFORMATION: The Department of State proposes that the 
new system will be named ``Official Gift Records and Gift Donor Vetting 
Records.'' Official Gift Records consist of an accounting of all 
donations received on behalf of the Department of State for the 
purposes of: (a) Maintaining an historical record, (b) properly 
allocating donations given for a particular purpose, (c) determining 
future solicitation and gift acceptance, and (d) providing donors with 
acknowledgment letters for tax purposes.
    Gift Donor Vetting Records are maintained for the purpose of: (a) 
Maintaining an historical record, and (b) keeping an accounting of the 
due diligence vetting conducted on individuals to determine the 
potential for conflicts of interest with respect to gifts and potential 
gifts to, and potential partnerships with, the Department of State.
    The Department's report was filed with the Office of Management and 
Budget. The new system description, ``Official Gift Records and Gift 
Donor Vetting Records, State-80,'' will read as set forth below.

Joyce A. Barr,
Assistant Secretary for Administration, U.S. Department of State.
STATE-80

SYSTEM NAME:
    Official Gift Records and Gift Donor Vetting 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 who have donated gifts, who are being solicited to 
donate gifts, and who are otherwise being vetted in connection with 
potential gifts to, or partnerships with, the Department of State 
(defined for the purposes of this System of Records Notice to include 
its subsidiary divisions including U.S. embassies, U.S. consulates 
general, U.S. consulates, U.S. missions, Department of State annexes, 
or various field and regional offices throughout the United States); 
and individuals who are points of contact for corporations or 
foundations that donate gifts to the Department of State.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records in this system include information about gifts to the 
Department of State (``official gifts''), including gift donor and 
recipient information and information about individuals who are points 
of contact for corporate or foundation donors. Such information 
includes but is not limited to:
    (a) Information about the donor or point of contact including name 
and title, address, and relevant business affiliations;
    (b) Information about gifts and recipients including descriptions 
of gifts and decorations; the dollar value of gifts; the recipient 
bureau, region, post or office; the purpose of the donation as 
expressed by the donor and/or the soliciting office; the authority 
under which the gift was received; the date of receipt; type of gift 
(cash or in-kind); date of check deposit; deposit number; appropriation 
type (conditional or unconditional); copies of checks donated; copies 
of donor letters; copies of acknowledgment letters; and
    (c) Vetting records, which include (1) identifying information 
about individual gift donors or potential gift donors or potential 
partners that is used to conduct and narrow due diligence research 
including the individual's full name, date of birth, last known 
residence, Web site if any, affiliation if any, and other identifying 
information used to conduct vetting; and (2) information obtained as a 
result of due diligence searches, including but not limited to criminal 
history information, financial history information including 
bankruptcies, information regarding judgments, liens, and global 
sanctions, and any other information relevant to the determination as 
to whether there is a conflict of interest.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    22 U.S.C. 2621, 22 U.S.C. 2625, Foreign Service Buildings Act of 
1926, Sec. 9, as amended (22 U.S.C. 300), State Department Basic 
Authorities Act of 1956, Sec. 25, as amended (22 U.S.C. 2697), Foreign 
Assistance Act of 1961, Sec. 695(d), as amended (22 U.S.C. 2395(d)), 
Migration and Refugee Assistance Act of 1962, Sec. 3(a)(2), as amended 
(22 U.S.C. 2602), Foreign Gifts and Decorations Act, as amended (5

[[Page 30526]]

U.S.C. 7342 and 22 CFR part 3) Acceptance of travel and related expense 
from non-Federal Sources (31 U.S.C. 1353) Mutual Educational and 
Cultural Exchange Act of 1961 (Fulbright-Hays), Sec. 105(f) and Sec. 
108A, as amended (22 U.S.C. 2455(f) and 22 U.S.C. 2458(a)) 41 CFR parts 
301 and 41 CFR part 304.

PURPOSE:
    Official Gift Records consist of an accounting of all donations 
received on behalf of the Department of State for the purposes of: (a) 
Maintaining an historical record, (b) properly allocating donations 
given for a particular purpose, (c) determining future solicitation and 
gift acceptance, and (d) providing donors with acknowledgment letters 
for tax purposes.
    Gift Donor Vetting Records are maintained for the purpose of: (a) 
Maintaining an historical record, and (b) keeping an accounting of the 
due diligence vetting conducted on individuals to determine the 
potential for conflicts of interest with respect to gifts and potential 
gifts to, and potential partnerships with, the Department of State.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Information in this system can be shared with federal, state, and 
local tax authorities in connection with tax and bankruptcy matters and 
other lawful purposes.
    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 Official Gift Records and Gift Donor Vetting Records, State-80.

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; individual address; date of birth; 
individual Web site; donor country; recipient bureau, region, post or 
office; purpose; dollar value; date/fiscal year of receipt or deposit; 
corporation, foundation, or entity name; gift type (cash or in-kind); 
authority under which gift was received; deposit number; appropriation 
type.

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 Official Gift Records and Gift Donor Vetting 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 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:
    Gift Fund Director, Office of Emergencies in the Diplomatic and 
Consular Service, Department of State, 2201 C Street NW., Washington, 
DC 20520.
    Vetting Unit, Secretary's Office of Global Partnerships, Department 
of State, 2201 C Street NW., Washington, DC 20520.
    Director and Curator, Diplomatic Reception Rooms, Department of 
State, 2201 C Street NW., Washington, DC 20520.

NOTIFICATION PROCEDURE:
    Individuals who have cause to believe that the Official Gift 
Records and Gift Donor Vetting Records System may contain 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 the Official Gift Records and Gift 
Donor Vetting Records System should 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; federal and public searchable 
databases; and other public and professional institutions possessing 
relevant information.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 2015-12910 Filed 5-27-15; 8:45 am]
BILLING CODE 4710-36-P