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

DEPARTMENT OF STATE

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

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, 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