Federal Register / Vol. 78, No. 173 / Friday, September 6, 2013 / Notices 54945 

DEPARTMENT OF STATE 

[Public Notice 8450] 

Privacy Act; System of Records: 

Protocol Records, State–33 

SUMMARY: Notice is hereby given that 

the Department of State proposes to 

amend an existing system of records, 

Protocol Records, State–33, pursuant to 

the provisions of the Privacy Act of 

1974, as amended (5 U.S.C. 552a) and 

Office of Management and Budget 

Circular No. A–130, Appendix I. 

DATES: This system of records will be 

effective on October 16, 2013, unless we 

receive comments that will result in a 

contrary determination. 

ADDRESSES: Any persons interested in 

commenting on the amended system of 

records may do so by writing to the 

Director; Office of Information Programs 

and Services, A/GIS/IPS; Department of 

State, SA–2; 515 22nd Street NW.; 

Washington, DC 20522–8001. 

FOR FURTHER INFORMATION CONTACT: 

Director; Office of Information Programs 

and Services, A/GIS/IPS; Department of 

State, SA–2; 515 22nd Street NW.; 

Washington, DC 20522–8001. 

SUPPLEMENTARY INFORMATION: The 

Department of State proposes that the 

current system retain the name 

‘‘Protocol Records’’ (previously 

published at 42 FR 49719). As an 

accounting of those U.S. government 

officials receiving gifts and decorations 

from foreign governments and to record 

for historical purposes the names of the 

individuals invited to, and attending, 

official Department of State functions, 

and to verify individuals nominated as 

a diplomatic representative on behalf of 

a foreign government. The proposed 

system will include modifications to all 

of the sections of the notice to ensure 

Privacy Act of 1974 compliance. 

The Department’s report was filed 

with the Office of Management and 

Budget. The amended system 

description, ‘‘Protocol Records, State– 

33,’’ will read as set forth below. 

Joyce A. Barr 

Assistant Secretary for Administration, U.S. 

Department of State. 

STATE–33 

SYSTEM NAME: 

Protocol Records. 

SYSTEM CLASSIFICATION: 

Unclassified and Classified. 

SYSTEM LOCATION: 

Department of State, 2201 C Street 

NW., Washington, DC 20520. Abroad at 

U.S. embassies, U.S. consulates general, 

and U.S. consulates; U.S. missions; 

Department of State annexes; various 

field and regional offices throughout the 

United States. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Individuals covered by this system 

include those receiving gifts and 

decorations from foreign governments; 

individuals invited to official 

Department of State functions; 

individuals who are part of foreign 

delegations; individuals working at 

foreign embassies, missions and 

organizations; and nominees for foreign 

ambassadorships to the United States. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Records in this system include 

descriptions of gifts and decorations 

received from foreign governments; 

donors; guest lists; type of function; 

sample invitations; address and 

occupation of invitees; and biographical 

information (this includes, but is not 

limited to: names, nationalities, 

re ́sume ́s, curricula vitae, copies of 

passports, copies of visas, dates of birth, 

and photographs). 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

22 U.S.C. 2621, 22 U.S.C. 2625, 22 

U.S.C. 4301 et seq. 

PURPOSE: 

The information in this system of 

records is an accounting of those U.S. 

government officials receiving gifts and 

decorations from foreign governments 

and to record for historical purposes the 

names of the individuals invited to, and 

attending, official Department of State 

functions, and to verify individuals 

nominated as a diplomatic 

representative on behalf of a foreign 

government. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

The information contained in these 

records may be shared with: the 

Executive Office of the President; 

Congress; and other government 

agencies having statutory or other 

lawful authority to maintain such 

information. 

The Department of State publishes 

periodically in the Federal Register its 

Prefatory Statement of Routine Uses 

which applies to all of its Privacy Act 

System of Records. These standard 

routine uses apply to Protocol Records, 

State–33. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Electronic and hard copy media. 

RETRIEVABILITY: 

By an individual name. 

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. Before being granted access 

to Protocol 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 Office of 

Management and Budget Memorandum 

M–07–16 security requirements which 

include but are not limited to two-factor 

authentication and time out function. 

All Department of State employees 

and contractors with authorized access 

have undergone a thorough background 

security investigation. 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. 

RETENTION AND DISPOSAL: 

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). 

More specific information may be 

obtained by writing to the following 

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54946 Federal Register / Vol. 78, No. 173 / Friday, September 6, 2013 / Notices 

address: Director, Office of Information 

Programs and Services, A/GIS/IPS; SA– 

2, Department of State; 515 22nd Street 

NW; Washington, DC 20522–8100. 

SYSTEM MANAGER(S) AND ADDRESS: 

Assistant Chief of Protocol for 

Management and Executive Director, 

Office of the Chief of Protocol, 

Department of State, 2201 C Street NW., 

Washington, DC 20520. 

NOTIFICATION PROCEDURE: 

Individuals who have cause to believe 

that the Office of the Chief of Protocol 

may 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 requests the records of the Office of 

the Chief of Protocol to be checked. At 

a minimum, the individual must 

include the following: name, date and 

place of birth, current mailing address 

and zip code, signature, and any other 

information helpful in identifying the 

record. 

RECORD ACCESS PROCEDURES: 

Individuals who wish to gain access 

to or amend records pertaining to 

themselves should write to the Director; 

Office of Information Programs and 

Services (address above). 

CONTESTING RECORD PROCEDURES: 

(See above). 

RECORD SOURCE CATEGORIES: 

These records contain information 

collected directly from: the individual 

who is the subject of these records; 

employers and public references; other 

officials in the Department of State; 

other government agencies; foreign 

governments; and other public and 

professional institutions possessing 

relevant information. 

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS

OF THE ACT: 

None. 

[FR Doc. 2013–21768 Filed 9–5–13; 8:45 am] 

BILLING CODE 4710–24–P 

DEPARTMENT OF STATE 

[Public Notice 8451] 

Privacy Act; System of Records: 

Digital Outreach and Communications, 

State–79 

SUMMARY: Notice is hereby given that 

the Department of State proposes to 

create a system of records, Digital 

Outreach and Communications, State– 

79, pursuant to the provisions of the 

Privacy Act of 1974, as amended (5 

U.S.C. 552a) and Office of Management 

and Budget Circular No. A–130, 

Appendix I. 

DATES: This system of records will be 

effective on October 16, 2013, unless we 

receive comments that will result in a 

contrary determination. 

ADDRESSES: Any persons interested in 

commenting on the new system of 

records may do so by writing to the 

Director; Office of Information Programs 

and Services, A/GIS/IPS; Department of 

State, SA–2; 515 22nd Street NW.; 

Washington, DC 20522–8100. 

FOR FURTHER INFORMATION CONTACT: 

Director; Office of Information Programs 

and Services, A/GIS/IPS; Department of 

State, SA–2; 515 22nd Street NW.; 

Washington, DC 20522–8100. 

SUPPLEMENTARY INFORMATION: The 

Department of State proposes that the 

new system will be named ‘‘Digital 

Outreach and Communications.’’ In 

keeping with the Department’s mission, 

the purpose of the system of records is 

to extend outreach, engagement, and 

collaboration efforts with the public, to 

facilitate transparency and 

accountability with regard to 

Department activities, and to conduct 

and administer contests, challenges, and 

other competitions. Only members of 

the public who choose to interact with 

the Department through a social media 

outlet or other electronic means provide 

information for this system of records. 

The Department’s report was filed 

with the Office of Management and 

Budget. The new system description, 

‘‘Digital Outreach and Communications, 

State–79,’’ will read as set forth below. 

Catherine Ebert-Gray, 

Acting Assistant Secretary for 

Administration, U.S. Department of State. 

STATE–79 

SYSTEM NAME: 

Digital Outreach and Communications 

SECURITY CLASSIFICATION: 

Unclassified. 

SYSTEM LOCATION: 

Department of State domestic 

locations and posts abroad. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Individuals who interact with the 

Department through a social media 

outlet or other electronic means 

including by submitting feedback, 

requesting more information from the 

Department, or participating in a 

contest, challenge, or other competition. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

The system may contain information 

passed through a social media site to 

facilitate interaction with the 

Department such as, but not limited to 

the following: name, username, email 

address, home or work address, contact 

information, phone numbers, date of 

birth, age, security questions, IP 

addresses, log-in credentials, and 

educational, business, or volunteer 

affiliation. It may also include input and 

feedback from the public, such as 

comments, emails, videos, and images, 

which may include tags, geotags, or 

geographical metadata. 

In addition to the information listed 

above, individuals who enter a contest, 

challenge, or other competition may be 

asked to provide certain specific 

information including financial data, 

passport and visa information, and other 

information necessary to authenticate 

qualifications for participation or for 

prize issuance. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Presidential Memorandum to the 

Heads of Executive Departments and 

Agencies on Transparency and Open 

Government, January 21, 2009. OMB M– 

10–06, Open Government Directive, 

December 8, 2009. OMB M–10–22, 

Guidance for Online Use of Web 

Measurement and Customization 

Technologies, June 25, 2010. OMB M– 

10–23, Guidance for Agency Use of 

Third-Party Web sites and Applications, 

June 25, 2010. 5 U.S.C. 301, 

Management of Executive Agencies. 22 

U.S.C. 2651a, Organization of the 

Department of State. 

PURPOSE: 

To extend outreach, engagement, and 

collaboration efforts with the public, 

and to facilitate transparency and 

accountability with regard to 

Department activities. To conduct and 

administer contests, challenges, and 

other competitions. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

Information in this system may be 

shared with the news media and the 

public, with the approval of the Chief of 

Mission or Bureau Assistant Secretary 

who supervises the office responsible 

for the outreach effort, except to the 

extent that release of the information 

would constitute an unwarranted 

invasion of personal privacy; 

To Government agencies and the 

White House for purposes of planning 

and coordinating public engagement 

activities; 

And to Federal, state, and city 

governments which are issued tax 

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