82 FR 58475 - Privacy Act of 1974; System of Records

DEPARTMENT OF STATE

Federal Register Volume 82, Issue 237 (December 12, 2017)

Page Range		58475-58477
FR Document		2017-26750
This System of Records compiles information about Department of State user accounts to monitor and control access to Department of State networks and computer systems.
Federal Register, Volume 82 Issue 237 (Tuesday, December 12, 2017)
[Federal Register Volume 82, Number 237 (Tuesday, December 12, 2017)]
[Notices]
[Pages 58475-58477]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2017-26750]


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DEPARTMENT OF STATE

[Public Notice: 10225]


Privacy Act of 1974; System of Records

AGENCY: Department of State.

ACTION: Notice of a Modified System of Records.

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SUMMARY: This System of Records compiles information about Department 
of State user accounts to monitor and control access to Department of 
State networks and computer systems.

DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this system of 
records takes effect 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 January 11, 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 Chief Privacy 
Officer, Margaret P. Grafeld, at [email protected]. Please write 
``Network User Account Records, State-56'' on the envelope or the 
subject line of your email.

FOR FURTHER INFORMATION CONTACT: Margaret P. Grafeld, Chief Privacy 
Officer; U.S. Department of State; Office of Global Information 
Services, A/GIS/PRV; SA-2, Suite 8100; Washington, DC 20522-0208 or 
202-261-8300.

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-56, 
Network User Account Records: System Location, Categories of 
Individuals, Routine Uses, Storage, Safeguards. In addition, this 
notice makes administrative updates to the following sections: Policies 
and Procedures for Retrieval of Records, Record Access Procedures, 
Notification Procedures, and History. These changes reflect the 
Department's move to cloud storage, new OMB guidance, access by 
contractors, updated contact information, and a notice publication 
history.
SYSTEM NAME AND NUMBER:
    Network User Account Records, State-56.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Department of State (``Department''), located at 2201 C Street NW, 
Washington, DC 20520, and within a government cloud provided, 
implemented, and overseen by the Department's Enterprise Server 
Operations Center (ESOC), 2201 C Street NW, Washington, DC 20520.

SYSTEM MANAGER(S):
    Chief Information Officer, Bureau of Information Resource 
Management, Department of State, 2201 C Street, NW, Washington, DC 
20520 and can be reached at either [email protected] or (202) 
647-2000.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 44 U.S.C. 3544.

PURPOSE(S) OF THE SYSTEM:
    To administer Department network user accounts; to help document 
and/or control access to computer systems, platforms, services, 
applications, and databases within a Department network and Department-
authorized cloud services and applications; to monitor security of 
computer systems; to investigate and make referrals for disciplinary or 
other actions if unauthorized access or inappropriate usage is 
suspected or detected; and to identify the need for training programs.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Department of State employees and other organizational users 
(examples include eligible family members, locally employed staff, 
contractors, and personal services contractors) who have access to 
Department of State computer networks and access to cloud computing 
applications that are authorized for processing Department information. 
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 of records consists of the network and application user 
account records that Department information technology systems, 
applications, and services compile and maintain about users of a 
network and application. These records include user data such as the 
user's name, system-assigned username; email address; employee or other 
user identification number; organization code; job title; business 
affiliation; work contact information; systems, applications, or 
services to which the individual has access; systems, applications, or 
services used; dates, times, and durations of use; profile photo; user 
profile; and IP address of access. The records also include system 
usage files and directories when they contain information about 
specific users.

RECORD SOURCE CATEGORIES:
    Individuals about whom the network user account record is 
maintained; information technology systems, applications, and services 
within a Department network that record usage by individuals assigned a 
user account on that network.

[[Page 58476]]

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    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.
    The Department of State periodically publishes in the Federal 
Register its standard routine uses which apply to many 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 these standard routine uses apply to Network User 
Account Records, State-56.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are stored both in hard copy and on 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.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are indexed by the name; system-assigned username; email 
address; or other searchable data fields or codes.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records maintained in this system of records are generally 
destroyed three to six years after the user account is terminated. 
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 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 Network 
User Account 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 Network User Account 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.
    The Department of State will store records maintained in this 
system of records in cloud systems. All cloud systems that provide IT 
services and process Department of State information must be authorized 
to operate by the Department of State Authorizing Official and Senior 
Agency Official for Privacy. Only information that conforms with 
Department-specific definitions for FISMA low or moderate 
categorization are permissible for cloud usage unless specifically 
authorized by the Department's Cloud Computing Governance Board. Prior 
to operation, all Cloud systems must comply with applicable security 
measures that are outlined in FISMA, FedRAMP, OMB guidance, NIST 
Federal Information Processing Standards (FIPS) and Special 
Publications, and Department of State policy and standards.

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 Network User Account 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 Network User Account 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 record procedures should write to 
U.S. Department of State; Director, Office of Information Programs and 
Services; A/

[[Page 58477]]

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 or she wishes the Network User Account 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 Network User Account 
Records include records pertaining to him or her.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    This SORN was previously published at 75 FR 7210.

Mary R. Avery,
Senior Agency Official for Privacy, Senior Advisor, Office of Global 
Information Services, Bureau of Administration, Department of State.
[FR Doc. 2017-26750 Filed 12-11-17; 8:45 am]
 BILLING CODE 4710-24-P
58476 Federal Register / Vol. 82, No. 237 / Tuesday, December 12, 2017 / Notices

ROUTINE USES OF RECORDS MAINTAINED IN THE POLICIES AND PRACTICES FOR RETENTION AND State network from non-Department
SYSTEM, INCLUDING CATEGORIES OF USERS AND DISPOSAL OF RECORDS: owned systems is authorized only
PURPOSES OF SUCH USES: Records maintained in this system of through a Department approved access
Records may be disclosed: records are generally destroyed three to program. Remote access to the network
(a) To appropriate agencies, entities, six years after the user account is is configured with the authentication
and persons when (1) the Department of terminated. These records are retired requirements contained in the Office of
State suspects or has confirmed that and destroyed in accordance with Management and Budget Circular
there has been a breach of the system of published Department of State Records Memorandum A–130. All Department of
records; (2) the Department of State has Disposition Schedules as approved by State employees and contractors with
determined that as a result of the the National Archives and Records authorized access have undergone a
suspected or confirmed breach there is Administration (NARA), and a complete background security investigation.
a risk of harm to individuals, the list of the Department’s schedules can The Department of State will store
Department of State (including its be found on our Freedom of Information records maintained in this system of
information systems, programs, and Act (FOIA) program’s website (https:// records in cloud systems. All cloud
operations), the Federal Government, or foia.state.gov/Learn/ systems that provide IT services and
national security; and (3) the disclosure RecordsDisposition.aspx). More specific process Department of State information
made to such agencies, entities, and information may be obtained by writing must be authorized to operate by the
persons is reasonably necessary to assist to the following address: Director, Office Department of State Authorizing Official
in connection with the Department of of Information Programs and Services, and Senior Agency Official for Privacy.
State efforts to respond to the suspected A/GIS/IPS; SA–2, Department of State; Only information that conforms with
or confirmed breach or to prevent, 515 22nd Street NW, Washington, DC Department-specific definitions for
minimize, or remedy such harm. 20522–8100. FISMA low or moderate categorization
(b) To another Federal agency or ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
are permissible for cloud usage unless
Federal entity, when the Department of SAFEGUARDS: specifically authorized by the
State determines that information from All users are given cyber security Department’s Cloud Computing
this system of records is reasonably awareness training that covers the Governance Board. Prior to operation,
necessary to assist the recipient agency procedures for handling Sensitive but all Cloud systems must comply with
or entity in (1) responding to a Unclassified information, including applicable security measures that are
suspected or confirmed breach or (2) personally identifiable information (PII). outlined in FISMA, FedRAMP, OMB
preventing, minimizing, or remedying Annual refresher training is mandatory. guidance, NIST Federal Information
the risk of harm to individuals, the In addition, all Foreign Service and Processing Standards (FIPS) and Special
recipient agency or entity (including its Civil Service employees and those Publications, and Department of State
information systems, programs, and Locally Engaged Staff who handle PII policy and standards.
operations), the Federal Government, or are required to take the Foreign Service RECORD ACCESS PROCEDURES:
national security, resulting from a Institute distance learning course Individuals who wish to gain access
suspected or confirmed breach. instructing employees on privacy and to or to amend records pertaining to
The Department of State periodically security requirements, including the themselves should write to U.S.
publishes in the Federal Register its rules of behavior for handling PII and Department of State; Director, Office of
standard routine uses which apply to the potential consequences if it is Information Programs and Services; A/
many of its Privacy Act systems of handled improperly. GIS/IPS; SA–2, Suite 8100; Washington,
records. These notices appear in the Access to the Department of State, its DC 20522–0208. The individual must
form of a Prefatory Statement (published annexes and posts abroad is controlled specify that he or she wishes the
in Volume 73, Number 136, Public by security guards and admission is Network User Account Records to be
Notice 6290, on July 15, 2008). All these limited to those individuals possessing checked. At a minimum, the individual
standard routine uses apply to Network a valid identification card or individuals must include: Full name (including
User Account Records, State-56. under proper escort. While the majority maiden name, if appropriate) and any
of records covered in the Network User other names used; current mailing
POLICIES AND PRACTICES FOR STORAGE OF Account Records are electronic, all
RECORDS:
address and zip code; date and place of
paper records containing personal birth; notarized signature or statement
Records are stored both in hard copy information are maintained in secured under penalty of perjury; a brief
and on electronic media. A description file cabinets in restricted areas, access to description of the circumstances that
of standard Department of State policies which is limited to authorized caused the creation of the record
concerning storage of electronic records personnel. Access to computerized files (including the city and/or country and
is found in the Department’s Foreign is password-protected and under the the approximate dates) which gives the
Affairs Manual (https://fam.state.gov/ direct supervision of the system individual cause to believe that the
FAM/05FAM/05FAM0440.html). All manager. The system manager has the Network User Account Records include
hard copies of records containing capability of printing audit trails of records pertaining to him or her.
personal information are maintained in access from the computer media, Detailed instructions on Department of
secured file cabinets in restricted areas, thereby permitting regular and ad hoc State procedures for accessing and
access to which is limited to authorized monitoring of computer usage. When it amending records can be found at the
personnel. is determined that a user no longer Department’s FOIA website (https://
ethrower on DSK3G9T082PROD with NOTICES

needs access, the user account is foia.state.gov/Request/Guide.aspx).
POLICIES AND PRACTICES FOR RETRIEVAL OF disabled.
RECORDS: Before being granted access to CONTESTING RECORD PROCEDURES:
Records are indexed by the name; Network User Account Records, a user Individuals who wish to contest
system-assigned username; email must first be granted access to the record procedures should write to U.S.
address; or other searchable data fields Department of State computer system. Department of State; Director, Office of
or codes. Remote access to the Department of Information Programs and Services; A/

VerDate Sep<11>2014 20:03 Dec 11, 2017 Jkt 244001 PO 00000 Frm 00099 Fmt 4703 Sfmt 4703 E:\FR\FM\12DEN1.SGM 12DEN1
Document Created: 2018-10-25 10:48:18
Document Modified: 2018-10-25 10:48:18
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
Action		Notice of a Modified System of Records.
Dates		In accordance with 5 U.S.C. 552a(e)(4) and (11), this system of records takes effect 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 January 11, 2018.
Contact		Margaret P. Grafeld, Chief Privacy Officer; U.S. Department of State; Office of Global Information Services, A/GIS/PRV; SA-2, Suite 8100; Washington, DC 20522-0208 or 202-261-8300.
FR Citation		82 FR 58475