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Privacy Act: [STATE-53] Records of the Inspector General and Automated Individual Cross-Reference System....


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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]


[Page 54321-29622]



   #.DEPARTMENT OF STATE


   #..INDEX

         Board of Appellate Review Records. STATE-02
         Bureau of Economic and Business Affairs Contact List. STATE-03
         Child Care Subsidy Program Records. STATE-32
         Communications Personnel Training Records. STATE-57
         Confidential Statement of Employment and Financial Interests 
   Records. STATE-04
         Congressional Correspondence Records. STATE-43
         Congressional Travel Records. STATE-44
         Contractors Records. STATE-45
         Coordinator for Combatting Terrorism Records. STATE-06
         Cultural Property Advisory Committee Records. STATE-63
         Cryptographic Clearance Records. STATE-07
         Educational and Cultural Exchange Program Records. STATE-08
         Electronic Media Photographerd Records. STATE-66
         Equal Employment Opportunity Records. STATE-09
         External Research Records. STATE-10
         Extradition Records. STATE-11
         Family Liaison Office Centralized Data Bank of Family Member 
   Skills and Direct Communication Network Records. State-50
         Fine Arts Records. STATE-46
         Foreign Assistance Inspection Records. STATE-48
         Foreign Service Employee Locator/Notification Records. STATE-12
         Foreign Service Grievance Board Records. STATE-13
         Foreign Service Institute Records. STATE-14
         Garnishment of Wages Records. STATE 61
         Human Resources Records. STATE-31
         Information Access Programs Records. STATE 35
         Intelligence and Research Records. STATE-15
         International Conference Delegates Records. STATE-16
         International Organizations Records. STATE-17
         Labor Attache Records. STATE-18
         Law of the Sea Records. STATE-19
         Legal Adviser Attorney Employment Application Records. STATE-20
         Legal Case Management Records. STATE-21
         Medical Records. STATE-24
         Munitions Control Records. STATE-42
         Office of Freedom of Information, Privacy and Classification 
   Review WAE Re-employed Annuitants and Contractor Records. STATE-51
         Overseas Citizens Services Records. STATE-05
         Overseas Records. STATE-25
         Parking Permit and Car Pool Records. STATE-52
         Passport Records. STATE-26
         Personal Property Claims Records. STATE-27
         Personality Cross Reference Index to the Secretariat Automated 
   Data Index Records. STATE-28
         Personality Index to the Central Foreign Policy Records. STATE-
   29
         Personnel-Payroll Records. STATE-30
         Procurement Career Management Information System. STATE-58
         Protocol Records. STATE-33
         Public Affairs Records. STATE-35
         Records of the Bureau of Public Affairs. STATE-22.
         Records of the Domestic Accounts Receivable Tracking System. 
   STATE-23
         Records of the Inspector General and Automated Individual 
   Cross-Reference System. STATE-53
         Records of the Office of Citizen Exchanges. STATE-62
         Records of the Office of White House Liaison. STATE-34
         Refugee Case Records. STATE-59.
         Refugee Data Center Processing Records. STATE-60.
         Rover Records. STATE-41.
         Security Records. STATE-36
         Senior Personnel Appointments Records. STATE-47
         Service Contributors Records. STATE-64.
         Skills Catalogue Records. STATE-49
         Speaker/Specialist Program Records. STATE-65
         Translators and Interpreters Records. STATE-37
         Records of the Office of the Assistant Legal Adviser for 
   International Claims and Investment Disputes. STATE-54.
         Vendor Records. STATE-38
         Visa Records. STATE-39
         World Military Expenditures Mailing List. STATE-55

   #..Prefatory Statement of Routine Uses

       The following routine uses apply to, and are incorporated by 
   reference into, each system of records set forth below:

   #..Law Enforcement

       In the event that a system of records maintained by this agency 
   to carry out its functions indicates a violation or potential 
   violation of law, whether civil, criminal or regulatory in nature, 
   and whether arising by general statute or particular program statute, 
   or by regulation, rule or order issued pursuant thereto, the relevant 
   records in the system of records may be referred, as a routine use, 
   to the appropriate agency, whether federal, state, local or foreign, 
   charged with the responsibility of investigating or prosecuting such 
   violation or charged with enforcing or implementing the statute, or 
   rule, regulation or order issued pursuant thereto.

   #..Disclosure When Requesting Information

       A record from this system of records may be disclosed as a 
   ``routine use' to a federal, state or local agency maintaining civil, 
   criminal or other relevant enforcement information or other pertinent 
   information, such as current licenses, if necessary to obtain 
   information relevant to an agency decision concerning the hiring or 
   retention of an employee, the issuance of a security clearance, the 
   letting of a contract, or the issuance of a license, grant or other 
   benefit.

   #..Disclosure of Requested Information

       A record from this system of records may be disclosed to a 
   federal agency, in response to its request, in connection with the 
   hiring or retention of an employee, the issuance of a security 
   clearance, the reporting of an investigation of an employee, the 
   letting of a contract, or the issuance of a license, grant, or other 
   benefit by the requesting agency, to the extent that the information 
   is relevant and necessary to the requesting agency's decision on the 
   matter. A record from this system of records may be disclosed to a 
   federal, state, local or foreign agency as a ``routine use''in 
   response to such an agency's request, where there is reason to 
   believe that an individual has violated the law, whether civil, 
   criminal or regulatory in nature, and whether arising by general 
   statute or particular program statute, or by regulation, rule or 
   order issued pursuant thereto, if necessary, and only to the extent 
   necessary, to enable such agency to discharge its responsibilities of 
   investigating or prosecuting such violation or its responsibilities 
   with enforcing or implementing the statute, or rule, regulation or 
   order issued pursuant thereto. A record from this system of records 
   may be disclosed to a foreign agency as a ``routine use''in response 
   to such an agency's request when the information is necessary for the 
   foreign agency to adjudicate and determine an individual's 
   entitlement to rights and benefits, or obligations owed to the 
   foreign agency, such as information necessary to establish identity 
   or nationality.

   #..Office of Management and Budget

       The information contained in this system of records will be 
   disclosed to the Office of Management and Budget in connection with 
   review of private relief legislation as set forth in OMB Circular No. 
   A-19 at any stage of the legislative coordination and clearance 
   process as set forth in that Circular.
       Members of Congress. Disclosure may be made to a Congressional 
   office from the record of an individual in response to an inquiry 
   from the Congressional office made at the request of that individual.
       Contractors Information from a system of records may be disclosed 
   to anyone who is under contract to the Department of State to fulfill 
   an agency function but only to the extent necessary to fulfill that 
   function.
       Courts Information from a system of records may be made available 
   to any court of competent jurisdiction, whether Federal, state, local 
   or foreign, when necessary for the litigation and adjudication of a 
   case involving an individual who is the subject of a Departmental 
   record.
       National Archives, Government Services Administration. A record 
   from a system of records may be disclosed as a routine use to the 
   National Archives and Records Administration and the General Services 
   Administration: For records management inspections, surveys and 
   studies; following transfer to a Federal records center for storage; 
   and to determine whether such records have sufficient historical or 
   other value to warrant accessioning into the National Archives of the 
   United States.

   #..STATE-03

   #....System name: 

       Bureau of Economic and Business Affairs Contact List.
     Security classification: 
       Unclassified.
     System location: 
       Department of State; 2201 C Street, NW.; Washington, DC 20520.
     Categories of individuals covered by the system: 
       The Bureau of Economic and Business Affairs' contacts from 
   business, labor, agricultural and non-government organizations, and 
   others working in the international economic arena as well as 
   individuals who are interested in or request information about 
   economic issues.
     Categories of records in the system: 
       These records may include identifying information, such as, but 
   not limited to name, mailing address, e-mail address, telephone 
   number, fax number and the profession of the individuals covered by 
   the system of records.
     Authority for maintenance of the system: 
       5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 
   2651a (Organization of the Department of State); 22 U.S.C. 3921 
   (Management of service).
   Purpose(s): 
       The information contained in this system of records is collected 
   and maintained by the Bureau of Economic and Business Affairs, Office 
   of Policy Analysis and Public Diplomacy in the administration of its 
   responsibility for disseminating information regarding U.S. 
   international economic policy.
     Routine uses of records maintained in the system, including 
   categories of users and purposes of such uses: 
       The information in the Bureau of Economic and Business Affairs 
   Contact List is used for:
       <bullet> Inviting individuals to Department briefings on 
   international economic issues;
       <bullet> Disseminating speeches and articles on economic issues 
   by Department officials; and
       <bullet> Providing U.S. government fact sheets on major 
   international economic issues.
     Policies and practices for storing, retrieving, accessing, 
   retaining and disposing of records in the system:  
     Storage: 
       Electronic media, hard copy.
     Retrievability: 
       Individual name.
     Safeguards: 
       All employees of the Department of State have undergone a 
   thorough background security investigation. Access to the Department 
   and its

[[Page 54321]]

   annexes is controlled by security guards and admission is limited to 
   those individuals possessing a valid identification card or 
   individuals under proper escort. All records containing personal 
   information are maintained in secured file cabinets or 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.
     Retention and disposal: 
       These records will be maintained until they become inactive, at 
   which time they will be retired or destroyed in accordance with 
   published records schedules of the Department of State and as 
   approved by the National Archives and Records Administration. More 
   specific information may be obtained by writing to the Director; 
   Office of IRM Programs and Services; SA-2; Department of State; 515 
   22nd Street, NW.; Washington, DC 20522-6001.
     System manager(s) and address: 
       Director; Systems Administration; Bureau of Economic and Business 
   Affairs; Department of State; 2201 C Street, NW.; Washington, DC 
   20520.
     Notification procedure: 
       Individuals who have reason to believe that the Office of Policy 
   Analysis and Public Diplomacy might have records pertaining to 
   themselves should write to the Director; Office of IRM Programs and 
   Services; Department of State; SA-2; 515 22nd Street NW.; Washington, 
   DC 20522-6001. The individual must specify that he/she wishes the 
   Bureau of Economic and Business Affairs Contact List to be checked. 
   At a minimum, the individual should include: name, date and place of 
   birth, current mailing address and zip code, signature, and 
   preferably his/her social security number.
     Record access procedures:
       Individuals who wish to gain access to or amend records 
   pertaining to themselves should write to the Director, Office of IRM 
   Programs and Services (address above).
     Record source categories: 
       These records contain information obtained primarily from the 
   individual who is the subject of these records. The records may also 
   include information obtained from the Bureau of Economic and Business 
   Affairs officials who have an association or working relationship 
   with the individual.
     Systems exempted from certain provisions of the act: 
       None.

   #..STATE-04

   #....System name:  Confidential Statement of Employment and Financial 
      Interests Records.

     System location:  Department of State, 2201 C Street NW, 
   Washington, DC 20520.
     Categories of individuals covered by the system:  U.S. Government 
   employees.
     Categories of records in the system:  Employment and financial 
   interests; creditors; interests in real property; actions on behalf 
   of foreign principals.
     Authority for maintenance of the system:  Executive Order 11222.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  The principal 
   user of this information outside the Department of State is the 
   Department of Justice. Information may also be released to other 
   government agencies having statutory or other lawful authority to 
   maintain such information. Also see ``Routine Uses''paragraphs of the 
   Prefatory Statement.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  Hard copy.
     Retrievability:  By individual name.
     Safeguards:  All employees of the Department of State have 
   undergone a thorough background security investigation. Access to the 
   Department of State building and its annexes is controlled by 
   security guards, and admission is limited to those individuals 
   possessing a valid identification card or individuals under proper 
   escort. All records containing personal information are maintained in 
   secured file cabinets or in restricted areas, access to which is 

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