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