83 FR 50432 - Privacy Act of 1974; System of Records

DEPARTMENT OF STATE

Federal Register Volume 83, Issue 194 (October 5, 2018)

Page Range		50432-50433
FR Document		2018-21689

Family Liaison Office Records are used to manage the Family Liaison Office's programs and to provide services to its clients in each of its major areas of interest: Family Member Employment, Naturalization, Education and Youth, Unaccompanied Tours, Community Liaison Office Program and Support Services.

Federal Register, Volume 83 Issue 194 (Friday, October 5, 2018)

[Federal Register Volume 83, Number 194 (Friday, October 5, 2018)]
[Notices]
[Pages 50432-50433]
From the Federal Register Online  [www.thefederalregister.org]
[FR Doc No: 2018-21689]


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DEPARTMENT OF STATE

[Public Notice: 10578]


Privacy Act of 1974; System of Records

AGENCY: Department of State.

ACTION: Notice of a Modified System of Records.

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SUMMARY: Family Liaison Office Records are used to manage the Family 
Liaison Office's programs and to provide services to its clients in 
each of its major areas of interest: Family Member Employment, 
Naturalization, Education and Youth, Unaccompanied Tours, Community 
Liaison Office Program and Support Services.

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 Department. Please submit 
any comments by November 5, 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 Privacy Division 
Chief, Christina Jones-Mims, at [email protected]. Please write 
``Family Liaison Office Records, State-50'' on the envelope or the 
subject line of your email.

FOR FURTHER INFORMATION CONTACT: Christina Jones-Mims, Privacy Division 
Chief; Office of Global Information Services, A/GIS; 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 
system name be changed to ``Family Liaison Office Records''. In 
accordance with the Privacy Act of 1974, the Department of State 
proposes to consolidate two record systems: Family Liaison Office 
Centralized Data Bank of Family Member Skills and Direct Communication 
Network Records, State-50 (previously published at 43 FR 45958) and 
Skills Catalogue Records, State-49 (previously published at 43 FR 
45957). These two systems are being merged because the records are very 
similar.
SYSTEM NAME AND NUMBER
    Family Liaison Office Records, State-50.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Department of State, 2201 C Street NW, Washington, DC 20520.

SYSTEM MANAGER(S):
    Director, Family Liaison Office, and Chief, Personnel Management, 
Operating Systems Division, Department of State, 2201 C Street NW, 
Washington, DC 20520.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    22 U.S.C 4026(b).

PURPOSE(S) OF THE SYSTEM:
    The information in the system is used to manage the Family Liaison 
Office's programs and to provide services to its clients in each of its 
major areas of interest: Family Member Employment, Naturalization, 
Education and Youth, Unaccompanied Tours, Community Liaison Office 
program and Support Services.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and past participants of Family Liaison Office (FLO) 
programs and individuals who have requested to receive information from 
FLO including: (1) U.S. direct-hire employees from all U.S. foreign 
affairs agencies; (2) Eligible family members and members of households 
from all U.S. foreign affairs agencies; (3) Community Liaison Office 
Coordinators at post; (4) friends and family of employees assigned to 
an unaccompanied post; (5) children of employees assigned to an 
unaccompanied post through the Children's Medal Program. The term 
``individual'' is defined by 5 U.S.C. 552a(a)(2).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, email address, social security number, employee 
identification number, affiliate agency, current or future post, dates 
of arrival and departure from post, date of birth, career field, social 
media identifications, gender, age, phone number, employment status, 
current and/or future post, college transcripts and foreign education 
credentials, copy of passport, copy of naturalization certificate (if 
applicable), relationship to U.S. direct-hire employee, job title and 
position number, security clearance level, GS/FS level, employment and 
training history, work experience, country of birth, citizenship GS/FS 
rating code, work preference code, current mailing address, location 
code of assignment, and other biographic data including educational 
background, language skills, transfer eligibility date.

RECORD SOURCE CATEGORIES:
    These records contain information that is primarily obtained from 
the individual who is the subject of the records or their U.S. direct-
hire employee sponsor.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    The information contained in these records may be disclosed:
    (a) To other government agencies, multinational corporations, 
international organizations, business firms, foundations, foreign 
governments and other entities and persons with employment 
opportunities for family members or who may be interested in hiring 
family members to perform a task commensurate with their work 
experience or to utilize their services in performing voluntary work.
    (b) 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.
    (c) 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)

[[Page 50433]]

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 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 15, 2008). All these standard routine uses apply to Family Liaison 
Office Records, State-50.

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 here 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 only.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    By individual name of the family member, name of the U.S. direct-
hire employee sponsor, his/her agency and current post.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are retired or destroyed in accordance with published 
Department of State Disposition Schedules as approved by the National 
Archives and Records Administration (NARA) and outlined here https://foia.state.gov/Learn/RecordsDisposition.aspx. More specific information 
may be obtained by writing to the 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 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.
    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.
    Before being granted access to Family Liaison Office 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 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 thorough background security investigation.

RECORD ACCESS PROCEDURES:
    Individuals who wish to gain access to or amend records pertaining 
to them should write to the Director; Office of Information Programs 
and Services, A/GIS/IPS; SA-2 Department of State; 515 22nd Street NW, 
Washington, DC 20522-8100.

CONTESTING RECORD PROCEDURES:
    See above.

NOTIFICATION PROCEDURES:
    Individuals who have reason to believe that the Family Liaison 
Office might have 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 he or she request the records of 
the Family Liaison Office to be checked. At a minimum, the individual 
must include the following: Name, date and place of birth, current 
mailing address and zip code, agency, current post, signature, and any 
other information helpful in identifying the record.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    The Department of State proposes to consolidate two record systems: 
Family Liaison Office Centralized Data Bank of Family Member Skills and 
Direct Communication Network Records, State-50 (previously published at 
43 FR 45958) and Skills Catalogue Records, State-49 (previously 
published at 43 FR 45957).

Eric F. Stein,
Acting Senior Agency Official for Privacy, Acting Deputy Assistant 
Secretary, Office of Global Information Services, Bureau of 
Administration, Department of State.
[FR Doc. 2018-21689 Filed 10-4-18; 8:45 am]
 BILLING CODE 4710-24-P

Federal Register / Vol. 83, No. 194 / Friday, October 5, 2018 / Notices 50433

preventing, minimizing, or remedying requirements, including the rules of birth, current mailing address and zip
the risk of harm to individuals, the behavior for handling PII and the code, agency, current post, signature,
recipient agency or entity (including its potential consequences if it is handled and any other information helpful in
information systems, programs, and improperly. identifying the record.
operations), the Federal Government, or Access to the Department of State, its
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
national security, resulting from a annexes and posts abroad is controlled
suspected or confirmed breach. by security guards and admission is None.
The Department of State periodically limited to those individuals possessing HISTORY:
publishes in the Federal Register its a valid identification card or individuals
standard routine uses which apply to all under proper escort. All paper records The Department of State proposes to
of its Privacy Act systems of records. containing personal information are consolidate two record systems: Family
These notices appear in the form of a maintained in secured file cabinets in Liaison Office Centralized Data Bank of
Prefatory Statement (published in restricted areas, access to which is Family Member Skills and Direct
Volume 73, Number 136, Public Notice limited to authorized personnel only. Communication Network Records,
6290, on July 15, 2008). All these Access to computerized files is State-50 (previously published at 43 FR
standard routine uses apply to Family password-protected and under the 45958) and Skills Catalogue Records,
Liaison Office Records, State-50. direct supervision of the system State-49 (previously published at 43 FR
manager. The system manager has the 45957).
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
capability of printing audit trails of Eric F. Stein,
access from the computer media, Acting Senior Agency Official for Privacy,
Records are stored both in hard copy
thereby permitting regular and ad hoc Acting Deputy Assistant Secretary, Office of
and on electronic media. A description
monitoring of computer usage. When it Global Information Services, Bureau of
of standard Department of State policies
is determined that a user no longer Administration, Department of State.
concerning storage of electronic records
needs access, the user account is [FR Doc. 2018–21689 Filed 10–4–18; 8:45 am]
is found here https://fam.state.gov/
disabled. BILLING CODE 4710–24–P
FAM/05FAM/05FAM0440.html. All Before being granted access to Family
hard copies of records containing Liaison Office Records, a user must first
personal information are maintained in be granted access to the Department of DEPARTMENT OF STATE
secured file cabinets in restricted areas, State computer system. Remote access
access to which is limited to authorized to the Department of State network from [Public Notice PN 10579]
personnel only. non-Department owned systems is
POLICIES AND PRACTICES FOR RETRIEVAL OF authorized only to unclassified systems Notice of Department of State
RECORDS: and only through a Department Sanctions Actions Pursuant To
By individual name of the family approved access program. Remote Section 231(a) of the Countering
member, name of the U.S. direct-hire access to the network is configured with America’s Adversaries Through
employee sponsor, his/her agency and the authentication requirements Sanctions Act of 2017 (CAATSA) and
current post. contained in the Office of Management Executive Order 13849 of September
and Budget Circular Memorandum A– 20, 2018, and Notice of Additions To
POLICIES AND PRACTICES FOR RETENTION AND
130. All Department of State employees the CAATSA Section 231(d) Guidance
DISPOSAL OF RECORDS:
and contractors with authorized access
Records are retired or destroyed in ACTION: Notice.
have undergone a thorough background
accordance with published Department security investigation.
of State Disposition Schedules as SUMMARY: The Secretary of State has
approved by the National Archives and RECORD ACCESS PROCEDURES: determined, pursuant to CAATSA
Records Administration (NARA) and Section 231(a), that the Chinese entity
Individuals who wish to gain access
outlined here https://foia.state.gov/ Equipment Development Department of
to or amend records pertaining to them
Learn/RecordsDisposition.aspx. More the Central Military Commission (EDD),
should write to the Director; Office of
specific information may be obtained by formerly known as the General
Information Programs and Services,
writing to the Director, Office of Armaments Department (GAD), has
A/GIS/IPS; SA–2 Department of State;
Information Programs and Services, knowingly, on or after August 2, 2017,
515 22nd Street NW, Washington, DC
A/GIS/IPS; SA–2, Department of State; engaged in a significant transaction with
20522–8100.
515 22nd Street NW, Washington, DC a person that is part of, or operates for
20522–8100. CONTESTING RECORD PROCEDURES: or on behalf of, the defense or
See above. intelligence sectors of the Government
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL of the Russian Federation. The Secretary
SAFEGUARDS: NOTIFICATION PROCEDURES: of State has selected certain sanctions to
All users are given cyber security Individuals who have reason to be imposed upon EDD and Li Shangfu,
awareness training which covers the believe that the Family Liaison Office EDD’s Director, who has been
procedures for handling Sensitive But might have records pertaining to him or determined to be a principal executive
Unclassified (SBU) information, her should write to the following officer of EDD, or to perform similar
including personally identifiable address: Director; Office of Information functions with similar authorities as
information (PII). Annual refresher Programs and Services, A/GIS/IPS; SA– such an officer.
daltland on DSKBBV9HB2PROD with NOTICES

training is mandatory. In addition, all 2 Department of State; 515 22nd Street The Secretary of State is also updating
Foreign Service and Civil Service NW, Washington, DC 20522–8100. previously issued guidance pursuant to
employees and those Locally Engaged The individual must specify that he or CAATSA Section 231(d) to specify
Staff who handle PII are required to take she request the records of the Family additional persons that are part of, or
the Foreign Service Institute distance Liaison Office to be checked. At a operate for or on behalf of, the defense
learning course, PA 459, instructing minimum, the individual must include and intelligence sectors of the
employees on privacy and security the following: Name, date and place of Government of the Russian Federation.

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Document Created: 2018-10-05 01:52:32
Document Modified: 2018-10-05 01:52:32

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 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 Department. Please submit any comments by November 5, 2018.
Contact		Christina Jones-Mims, Privacy Division Chief; Office of Global Information Services, A/GIS; Department of State, SA-2; 515 22nd Street NW, Washington, DC 20522-8100, or at [email protected]
FR Citation		83 FR 50432