[Federal Register Volume 62, Number 222 (Tuesday, November 18, 1997)]
[Notices]
[Pages 61570-61571]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-30161]


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DEPARTMENT OF STATE

[Public Notice 2630]


Privacy Act of 1974; Creation of a New System of Records

    Notice is hereby given that the Department of State proposes to 
create a new system of records, STATE-23, pursuant to the provisions of 
the Privacy Act of 1974, as amended (5 U.S.C. 552a)), and the Office of 
Management and Budget Circular No. A-130, Appendix I. The Department's 
report was filed with the Office of Management and Budget on November 
5, 1997.
    This system of records is being implemented by the Department of 
State pursuant to the Debt Collection Improvement Act of 1996 to 
support its responsibilities with regard to the accounting and 
collection of debts incurred by employees of the Department of State, 
employees of other federal agencies, private U.S. citizens and other 
individuals with the Department of State or the U.S. Government. The 
information included is directly related to the accounting and 
collection of these debts.
    Any persons interested in commenting on this new system of records 
may do so by submitting comments in writing to Kenneth F. Rossman, 
Acting Chief; Programs and Policies Division, Office of Information 
Resources Management Programs and Services, Room 1239, Department of 
State, 2201 C Street, NW, Washington, DC 20520-1512.
    This system of records will be effective 40 days from the date of 
publication (December 29, 1997) unless we receive comments which will 
result in a contrary determination.
    The new system description, ``Records of the Domestic Accounts 
Receivable Tracking System, STATE-23'' will read as set forth below.


[[Page 61571]]


    Dated: November 5, 1997.
Patrick F. Kennedy,
Assistant Secretary for the Bureau of Administration.
STATE-23

SYSTEM NAME:
    Records of the Domestic Accounts Receivable Tracking System.

SECURITY CLASSIFICATION:
    Unclassified and classified.

SYSTEM LOCATION:
    Department of State, Annex 15; 1800 N. Kent Street; Arlington, VA 
22209.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees of the Department of State, employees of other federal 
agencies, private U.S. citizens, and other individuals who have 
incurred a debt to the Department of State or the U.S. Government. 
Examples may include but are not limited to repatriation loans, 
emergency medical/dietary assistance loans, employee medical services, 
salary advances, and travel advances.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    22 U.S.C. 2651a (Organization of the Department of State); 22 
U.S.C. 3921 (Management of service); 5 U.S.C. 301 (Management of the 
Department of State); 31 U.S.C. 3701-3720A (Claims of the United States 
Government).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Documentation and related correspondence regarding the incurrence 
of a debt, which may include, but are not limited to the following: 
Fiscal irregularity accounts, installment and promissory agreements, 
repatriation loan applications, emergency medical/dietary assistance 
loan applications, transmittals from the Office of Medical Services 
regarding employee medical services and insurance reimbursement to the 
Department, salary advances, travel advances, unused tickets, and other 
debtor accounts submitted to the Department of State by other federal 
agencies for collection action.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    The information in this system is used for aging, reviewing, 
collecting and updating the individual accounts of debts owed to the 
Department of State or the U.S. Government, in accordance with the Debt 
Collection Improvement Act of 1996. The principal user of this 
information outside the Department of State is the Department of 
Treasury for administrative offset collection. Also see the ``Routine 
Uses'' paragraph of the Prefatory Statement published in the Federal 
Register.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Electronic media, hard copy.

RETRIEVABILITY:
    Individual name, Social Security Number.

SAFEGUARDS:
    All employees of the Department of State have undergone a thorough 
background security investigation. Access to the Department 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. Access to Annex 15 has security access controls 
(code entrances) and/or security alarm systems. 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 record 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 
Information Resources Management Programs and Services, Room 1239, 
Department of State; 2201 C Street, NW, Washington, DC 20520-1512.

SYSTEM MANAGER AND ADDRESS:
    Managing Director, Domestic Financial Services Directorate, Room 
6604D, Department of State, Annex 15, 1800 N. Kent Street, Arlington, 
VA 22209.

NOTIFICATION PROCEDURE:
    Individuals who have reason to believe that the Domestic Financial 
Services Directorate might have records pertaining to themselves should 
write to the Director; Office of Information Resources Management 
Programs and Services, Room 1239, Department of State, 2201 C Street, 
NW, Washington, DC 20520-1512. The individual must specify that he/she 
wishes the Records of the Domestic Accounts Receivable Tracking System 
to be checked. At a minimum, the individual should include: Name; date 
and place of birth; Social Security Number; current mailing address and 
zip code; signature; a brief description of the circumstances that 
caused the creation of the record, (including the city and/or country); 
and the approximate dates which give the individual cause to believe 
that the Domestic Financial Services Directorate has records pertaining 
to him/her.

RECORD ACCESS AND AMENDMENT PROCEDURES:
    Individuals who wish to gain access to or amend records pertaining 
to themselves should write to the Director; Office of Information 
Resources Management Programs and Services (address above).

RECORD SOURCE CATEGORIES:
    These records contain information obtained primarily from the 
individual who is the subject of these records.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 97-30161 Filed 11-17-97; 8:45 am]
BILLING CODE 4710-05-M