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)

Page Range		30525-30526
FR Document		2015-12910
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 Issue 102 (Thursday, May 28, 2015)
[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 
Privacy@state.gov.

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
Federal Register / Vol. 80, No. 102 / Thursday, May 28, 2015 / Notices 30525

This approval order is based on all of FOR FURTHER INFORMATION CONTACT: John embassies, U.S. consulates general, U.S.
the Exchange’s representations, Hackett, Acting Director; Office of consulates, U.S. missions, Department
including those set forth above and in Information Programs and Services, A/ of State annexes, or various field and
the Notice, Amendment Nos. 1 and 2 to GIS/IPS; Department of State, SA–2; 515 regional offices throughout the United
the proposed rule change, and the 22nd Street NW., Washington, DC States); and individuals who are points
Exchange’s description of the Fund. The 20522–8100, or at Privacy@state.gov. of contact for corporations or
Commission notes that the Fund and the SUPPLEMENTARY INFORMATION: The foundations that donate gifts to the
Shares must comply with the Department of State proposes that the Department of State.
requirements of NYSE Arca Equities new system will be named ‘‘Official Gift CATEGORIES OF RECORDS IN THE SYSTEM:
Rule 8.600 to be initially and Records and Gift Donor Vetting
continuously listed and traded on the Records in this system include
Records.’’ Official Gift Records consist
Exchange. information about gifts to the
of an accounting of all donations
For the foregoing reasons, the Department of State (‘‘official gifts’’),
received on behalf of the Department of
Commission finds that the proposed including gift donor and recipient
State for the purposes of: (a)
rule change, as modified by Amendment information and information about
Maintaining an historical record, (b)
Nos. 1 and 2 thereto, is consistent with individuals who are points of contact
properly allocating donations given for
Section 6(b)(5) of the Act 44 and the for corporate or foundation donors.
a particular purpose, (c) determining
rules and regulations thereunder Such information includes but is not
future solicitation and gift acceptance,
applicable to a national securities limited to:
and (d) providing donors with (a) Information about the donor or
exchange. acknowledgment letters for tax point of contact including name and
IV. Conclusion purposes. title, address, and relevant business
Gift Donor Vetting Records are
It is therefore ordered, pursuant to affiliations;
maintained for the purpose of: (a) (b) Information about gifts and
Section 19(b)(2) of the Exchange Act,45 Maintaining an historical record, and (b)
that the proposed rule change (SR– recipients including descriptions of gifts
keeping an accounting of the due and decorations; the dollar value of
NYSEArca–2014–100), as modified by diligence vetting conducted on
Amendment Nos. 1 and 2 thereto, be, gifts; the recipient bureau, region, post
individuals to determine the potential or office; the purpose of the donation as
and it hereby is, approved. for conflicts of interest with respect to expressed by the donor and/or the
For the Commission, by the Division of gifts and potential gifts to, and potential
Trading and Markets, pursuant to delegated
soliciting office; the authority under
partnerships with, the Department of which the gift was received; the date of
authority.46 State.
Robert W. Errett,
receipt; type of gift (cash or in-kind);
The Department’s report was filed date of check deposit; deposit number;
Deputy Secretary. with the Office of Management and appropriation type (conditional or
[FR Doc. 2015–12829 Filed 5–27–15; 8:45 am] Budget. The new system description, unconditional); copies of checks
BILLING CODE 8011–01–P ‘‘Official Gift Records and Gift Donor donated; copies of donor letters; copies
Vetting Records, State-80,’’ will read as of acknowledgment letters; and
set forth below. (c) Vetting records, which include (1)
DEPARTMENT OF STATE Joyce A. Barr, identifying information about
[Public Notice 9152] Assistant Secretary for Administration, U.S. individual gift donors or potential gift
Department of State. donors or potential partners that is used
Privacy Act; System of Records: to conduct and narrow due diligence
Official Gift Records and Gift Donor STATE-80 research including the individual’s full
Vetting Records, State-80 SYSTEM NAME: name, date of birth, last known
residence, Web site if any, affiliation if
SUMMARY: Notice is hereby given that Official Gift Records and Gift Donor
any, and other identifying information
the Department of State proposes to Vetting Records.
used to conduct vetting; and (2)
create a system of records, Official Gift SYSTEM CLASSIFICATION: information obtained as a result of due
Records and Gift Donor Vetting Records, diligence searches, including but not
State-80, pursuant to the provisions of Unclassified and Classified.
limited to criminal history information,
the Privacy Act of 1974, as amended (5 SYSTEM LOCATION: financial history information including
U.S.C. 552a) and Office of Management Department of State, 2201 C Street bankruptcies, information regarding
and Budget Circular No. A–130, NW., Washington, DC 20520. Abroad at judgments, liens, and global sanctions,
Appendix I. U.S. embassies, U.S. consulates general, and any other information relevant to
DATES: This system of records will be and U.S. consulates; U.S. missions; the determination as to whether there is
effective on July 7, 2015, unless we Department of State annexes; various a conflict of interest.
receive comments that will result in a field and regional offices throughout the
contrary determination. AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
United States.
ADDRESSES: Any persons interested in 22 U.S.C. 2621, 22 U.S.C. 2625,
commenting on the new system of CATEGORIES OF INDIVIDUALS COVERED BY THE Foreign Service Buildings Act of 1926,
SYSTEM: Sec. 9, as amended (22 U.S.C. 300),
asabaliauskas on DSK5VPTVN1PROD with NOTICES

records may do so by writing to the
Director; Office of Information Programs Individuals who have donated gifts, State Department Basic Authorities Act
and Services, A/GIS/IPS; Department of who are being solicited to donate gifts, of 1956, Sec. 25, as amended (22 U.S.C.
State, SA–2; 515 22nd Street NW., and who are otherwise being vetted in 2697), Foreign Assistance Act of 1961,
Washington, DC 20522–8100. connection with potential gifts to, or Sec. 695(d), as amended (22 U.S.C.
partnerships with, the Department of 2395(d)), Migration and Refugee
44 15 U.S.C. 78f(b)(5). State (defined for the purposes of this Assistance Act of 1962, Sec. 3(a)(2), as
45 15 U.S.C. 78s(b)(2). System of Records Notice to include its amended (22 U.S.C. 2602), Foreign Gifts
46 17 CFR 200.30–3(a)(12). subsidiary divisions including U.S. and Decorations Act, as amended (5

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30526 Federal Register / Vol. 80, No. 102 / Thursday, May 28, 2015 / Notices

U.S.C. 7342 and 22 CFR part 3) Unclassified (SBU) information, SYSTEM MANAGER(S) AND ADDRESS:
Acceptance of travel and related including personally identifiable Gift Fund Director, Office of
expense from non-Federal Sources (31 information (PII). Annual refresher Emergencies in the Diplomatic and
U.S.C. 1353) Mutual Educational and training is mandatory. In addition, all
Consular Service, Department of State,
Cultural Exchange Act of 1961 Foreign Service and Civil Service
2201 C Street NW., Washington, DC
(Fulbright-Hays), Sec. 105(f) and Sec. employees and those Locally Engaged
108A, as amended (22 U.S.C. 2455(f) 20520.
Staff who handle PII are required to take
and 22 U.S.C. 2458(a)) 41 CFR parts 301 the Foreign Service Institute distance Vetting Unit, Secretary’s Office of
and 41 CFR part 304. learning course, PA 459, instructing Global Partnerships, Department of
employees on privacy and security State, 2201 C Street NW., Washington,
PURPOSE:
requirements, including the rules of DC 20520.
Official Gift Records consist of an behavior for handling PII and the
accounting of all donations received on Director and Curator, Diplomatic
potential consequences if it is handled Reception Rooms, Department of State,
behalf of the Department of State for the
improperly. Before being granted access 2201 C Street NW., Washington, DC
purposes of: (a) Maintaining an
to Official Gift Records and Gift Donor 20520.
historical record, (b) properly allocating
Vetting Records, a user must first be
donations given for a particular
granted access to the Department of NOTIFICATION PROCEDURE:
purpose, (c) determining future
State computer system.
solicitation and gift acceptance, and (d) Individuals who have cause to believe
providing donors with acknowledgment Remote access to the Department of
that the Official Gift Records and Gift
letters for tax purposes. State network from non-Department
Donor Vetting Records System may
Gift Donor Vetting Records are owned systems is authorized only to
unclassified systems and only through a contain records pertaining to him or her
maintained for the purpose of: (a)
Department approved access program. should write to the following address:
Maintaining an historical record, and (b)
Remote access to the network is Director, Office of Information Programs
keeping an accounting of the due
configured with the Office of and Services, A/GIS/IPS; SA–2
diligence vetting conducted on
individuals to determine the potential Management and Budget Memorandum Department of State; 515 22nd Street
for conflicts of interest with respect to M–07–16 security requirements which NW., Washington, DC 20522–8100.
gifts and potential gifts to, and potential include but are not limited to two-factor The individual must specify that the
partnerships with, the Department of authentication and time out function. Official Gift Records and Gift Donor
State. All Department of State employees Vetting Records System should be
and contractors with authorized access checked. At a minimum, the individual
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND have undergone a thorough background must include the following: Name, date
THE PURPOSES OF SUCH USES: security investigation. Access to the and place of birth, current mailing
Information in this system can be Department of State, its annexes and address and zip code, signature, and any
shared with federal, state, and local tax posts abroad is controlled by security other information helpful in identifying
authorities in connection with tax and guards and admission is limited to those the record.
bankruptcy matters and other lawful individuals possessing a valid
purposes. identification card or individuals under RECORD ACCESS PROCEDURES:
The Department of State publishes proper escort. All paper records
Individuals who wish to gain access
periodically in the Federal Register its containing personal information are
maintained in secured file cabinets in to or amend records pertaining to
Prefatory Statement of Routine Uses themselves should write to the Director;
which applies to all of its Privacy Act restricted areas, access to which is
limited to authorized personnel only. Office of Information Programs and
System of Records. These standard Services (address above).
routine uses apply to Official Gift Access to computerized files is
Records and Gift Donor Vetting Records, password-protected and under the
CONTESTING RECORD PROCEDURES:
State-80. direct supervision of the system
manager. The system manager has the (See above).
POLICIES AND PRACTICES FOR STORING, capability of printing audit trails of
RETRIEVING, ACCESSING, RETAINING, AND access from the computer media, RECORD SOURCE CATEGORIES:
DISPOSING OF RECORDS IN THE SYSTEM:
thereby permitting regular and ad hoc
STORAGE: monitoring of computer usage. When it These records contain information
is determined that a user no longer collected directly from: The individual
Electronic and hard copy media.
needs access, the user account is who is the subject of these records;
RETRIEVABILITY:
disabled. employers and public references; other
By an individual name; individual officials in the Department of State;
address; date of birth; individual Web RETENTION AND DISPOSAL: other government agencies; foreign
site; donor country; recipient bureau, governments; federal and public
region, post or office; purpose; dollar Records are retired and destroyed in searchable databases; and other public
value; date/fiscal year of receipt or accordance with published Department
and professional institutions possessing
of State Records Disposition Schedules
asabaliauskas on DSK5VPTVN1PROD with NOTICES

deposit; corporation, foundation, or relevant information.
entity name; gift type (cash or in-kind); as approved by the National Archives
authority under which gift was received; and Records Administration (NARA). SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
deposit number; appropriation type. More specific information may be OF THE ACT:
obtained by writing to the following
SAFEGUARDS: address: Director, Office of Information None.
All users are given cyber security Programs and Services, A/GIS/IPS; SA– [FR Doc. 2015–12910 Filed 5–27–15; 8:45 am]
awareness training which covers the 2, Department of State; 515 22nd Street BILLING CODE 4710–36–P
procedures for handling Sensitive But NW., Washington, DC 20522–8100.

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Document Created: 2018-02-21 10:32:55
Document Modified: 2018-02-21 10:32:55
Category		Regulatory Information
Collection		Federal Register
sudoc Class		AE 2.7: GS 4.107: AE 2.106:
Publisher		Office of the Federal Register, National Archives and Records Administration
Section		Notices
Dates		This system of records will be effective on July 7, 2015, unless we receive comments that will result in a contrary determination.
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]
FR Citation		80 FR 30525