28062 Federal Register / Vol. 83, No. 116 / Friday, June 15, 2018 / Notices 

individual cause to believe that Security 

Records include records pertaining to 

him or her. Detailed instructions on 

Department of State procedures for 

accessing and amending records can be 

found at the Department’s FOIA website 

(https://foia.state.gov/Request/ 

Guide.aspx). 

CONTESTING RECORD PROCEDURES: 

Individuals who wish to contest 

record procedures should write to U.S. 

Department of State; Director, Office of 

Information Programs and Services; A/ 

GIS/IPS; SA–2, Suite 8100; Washington, 

DC 20522–8100. 

NOTIFICATION PROCEDURES: 

Individuals who have reason to 

believe that this system of records may 

contain information pertaining to 

themselves should write to following 

address: U.S. Department of State; 

Director, Office of Information Programs 

and Services; A/GIS/IPS; SA–2, Suite 

8100; Washington, DC 20522–8100. The 

individual must specify that he or she 

wishes Security Records to be checked. 

At a minimum, the individual must 

include: Full name (including maiden 

name, if appropriate) and any other 

names used; date and place of birth; 

current mailing address and zip code; 

notarized signature or statement under 

penalty of perjury; a brief description of 

the circumstances that caused the 

creation of the record (including the city 

and/or country and the approximate 

dates) which gives the individual cause 

to believe that Security Records include 

records to him or her. 

EXEMPTIONS PROMULGATED FOR THE SYSTEM: 

Any other exempt records from other 

agencies’ systems of records that are 

recompiled into this system are also 

considered exempt to the extent they are 

claimed as such in the original systems. 

Pursuant to 5 U.S.C. 552a (j)(2), 

records in this system may be exempted 

from subsections (c)(3) and (4), (d), 

(e)(1), (2), (3), and (e)(4)(G), (H), and (I), 

and (f) of the Privacy Act. Pursuant to 

5 U.S.C. 552a (k)(1), (k)(2), and (k)(5), 

records in this system may be exempted 

from subsections (c)(3), (d)(1), (d)(2), 

(d)(3), (d)(4), (d)(5), (e)(1), (e)(4)(G), 

(e)(4)(H), (e)(4)(I), (f)(1), (f)(2), (f)(3), 

(f)(4), and (f)(5). 

See 22 CFR 171. 

HISTORY: 

Security Records, State-36, was 

previously published at 80 FR 77691 

and Identity Management System, State72, was previously published at 71 FR 

62653. 

Mary R. Avery, 

Senior Agency Official for Privacy, Senior 

Advisor, Office of Global Information 

Services, Bureau of Administration, 

Department of State. 

[FR Doc. 2018–12872 Filed 6–14–18; 8:45 am] 

BILLING CODE 4710–24–P 

DEPARTMENT OF STATE 

[Public Notice 10449] 

Privacy Act of 1974; System of 

Records 

AGENCY: Department of State. 

ACTION: Notice of a modified system of 

records. 

SUMMARY: This System of Records 

compiles information used in the 

adjudication of U.S. visas. 

DATES: This system of records notice is 

effective upon publication, with the 

exception of the routine uses (m), (n), 

and (o) that are subject to a 30-day 

period during which interested persons 

may submit comments to the 

Department. Please submit any 

comments by July 16, 2018. 

ADDRESSES: Questions can be submitted 

by mail or email. If mail, please write to: 

U.S. Department of State; Office of 

Global Information Services, Privacy 

Staff; A/GIS/PRV; SA–2, Suite 8100; 

Washington, DC 20522–0208. If email, 

please address the email to the Senior 

Agency Official for Privacy, Mary R. 

Avery, at Privacy@state.gov or call (202) 

663–2215. Please write ‘‘Visa Records, 

State-39’’ on the envelope or the subject 

line of your email. 

FOR FURTHER INFORMATION CONTACT: 

Mary R. Avery, Senior Agency Official 

for Privacy; U.S. Department of State; 

Office of Global Information Services, 

A/GIS/PRV; SA–2, Suite 8100; 

Washington, DC 20522–0208; at 

Privacy@state.gov or (202) 663–2215. 

SUPPLEMENTARY INFORMATION: The 

purpose of this modification is to make 

substantive and administrative changes 

to the previously published notice. This 

notice modifies the following sections of 

State-39, Visa Records: System Location, 

Categories of Individuals, Categories of 

Records, Routine Uses, Policies and 

Practices for Retention and Disposal of 

Records, and Safeguards. In addition, 

this notice makes administrative 

updates to the following sections: 

Record Access Procedures, Contesting 

Record Procedures, Notification 

Procedures, and History. These changes 

reflect new OMB guidance, new visa 

adjudication procedures, updated 

contact information, and a notice 

publication history. 

SYSTEM NAME AND NUMBER 

Visa Records, State-39. 

SECURITY CLASSIFICATION: 

Unclassified and Classified. 

SYSTEM LOCATION: 

Department of State (‘‘Department’’), 

located at 2201 C Street NW, 

Washington, DC 20520; Visa Office, 

Department of State, Annex 17, 600 19th 

Street NW, Washington, DC 20006; 

National Visa Center, 32 Rochester 

Avenue, Portsmouth, NH 03801; 

Kentucky Consular Center, 3505 N U.S. 

Hwy. 25 W, Williamsburg, KY 40769; 

U.S. embassies, consulates general, and 

consulates (henceforth referred to as the 

Department of State). 

SYSTEM MANAGER(S): 

Deputy Assistant Secretary for Visa 

Services, Room 6811, Department of 

State, 2201 C Street NW, Washington, 

DC 20520–4818; Director, National Visa 

Center, 32 Rochester Avenue, 

Portsmouth, NH 63801; Director, 

Kentucky Consular Center, 3505 N U.S. 

Hwy. 25 W, Williamsburg, KY 40769; 

VO_SORN@state.gov. At specific 

locations abroad, the on-site manager is 

the consular officer responsible for visa 

processing. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

5 U.S.C. 301 (Secretary of State’s 

authorities with respect to Management 

of the Department of State); 22 U.S.C. 

2651a (Organization of the Department 

of State); 22 U.S.C. 3921 (Management 

of the Foreign Service); 8 U.S.C. 1101– 

1537 (Immigration and Nationality Act 

of 1952, as amended). 

PURPOSE(S) OF THE SYSTEM: 

The Visa Records system maintains 

information used to assist the Bureau of 

Consular Affairs and consular officers in 

the Department and abroad in 

adjudicating visas and Certificates of 

Identity. It is also used in dealing with 

problems of a legal, enforcement, 

technical, or procedural nature that may 

arise in connection with a U.S. visa or 

Certificate of Identity. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Visa Records may include the 

following individuals when required by 

a visa application or a Certificate of 

Identity application: U.S. petitioners, 

U.S. persons applying for returning 

residence travel documentation, and 

visa and Certificate of Identity 

applicants who subsequently become 

documented as U.S. persons. 


sradovich on DSK3GMQ082PROD with NOTICES
Federal Register / Vol. 83, No. 116 / Friday, June 15, 2018 / Notices 28063 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Visa Records maintains visa 

applications and related forms; 

Certificate of Identity applications or 

portions thereof; documents of identity; 

biometric information; photographs; 

birth, marriage, death and divorce 

certificates; interview worksheets; 

biographic information sheets; affidavits 

of relationship; medical examinations 

and immunization reports; police 

records; educational and employment 

records; petitions for immigrant status 

and nonimmigrant status; bank 

statements; communications between 

the Visa Office, the National Visa 

Center, the Kentucky Consular Center, 

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

and U.S. consulates, other U.S. 

government agencies, international 

organizations, members of Congress, 

legal and other representatives of visa 

applicants, relatives of visa applicants, 

and other interested parties where such 

communications are, or may be, relevant 

to visa adjudication; and internal 

Department of State correspondence and 

notes relating to visa adjudication. Visa 

Records may also contain information 

collected regarding applicants’ or 

petitioners’ U.S. family members; U.S. 

employers; other U.S. persons 

referenced by the applicant or 

petitioner. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

PURPOSES OF SUCH USES: 

The principal users of this 

information outside the Department of 

State may include, when consistent 

with Section 222(f) of the Immigration 

and Nationality Act: 

A. The Department of Homeland 

Security for uses within its statutory 

mission, including to process, approve 

or deny visa petitions and waivers, as 

well as for law enforcement, 

counterterrorism, transportation and 

border security, administration of 

immigrant benefits, critical 

infrastructure protection, fraud 

prevention, or employment verification 

purposes; 

B. Public or private employers seeking 

to confirm the authenticity of the visa 

when it is presented as evidence of 

identity and/or authorization to work in 

the United States; 

C. The Department of Justice, 

including the Federal Bureau of 

Investigation (and its National Crime 

Information Center), the Terrorist 

Screening Center, the Bureau of 

Alcohol, Tobacco, Firearms and 

Explosives, the U.S. National Central 

Bureau (Interpol) and the Drug 

Enforcement Administration, for 

purposes of law enforcement, criminal 

prosecution, representation of the U.S. 

government in civil litigation, fraud 

prevention, counterterrorism, or border 

security; 

D. The Department of the Treasury for 

uses within its statutory mission, 

including the enforcement of U.S. tax 

laws, economic sanctions, and 

counterterrorism; 

E. The National Counterterrorism 

Center, the Office of the Director of 

National Intelligence and other U.S. 

intelligence community (IC) agencies, 

for uses within their statutory missions, 

including intelligence, 

counterintelligence, counterterrorism 

and other national security interests; 

F. The Department of Defense, for 

uses within its statutory mission 

including for purposes of border 

security, homeland defense, force 

protection, law enforcement and 

counterterrorism; 

G. The Department of Labor for uses 

within its statutory mission including 

the administration and enforcement of 

U.S. labor laws; 

H. Congress, for the formulation, 

amendment, administration, or 

enforcement of the immigration, 

nationality, and other laws of the United 

States; 

I. State, local, and tribal government 

officials for law enforcement, counterterrorism, or border security purposes; 

J. Interested persons (such as the visa 

applicant, the applicant’s legal 

representative or other designated 

representative) inquiring as to the status 

of a particular visa case (limited 

unclassified information may be 

released when appropriate); 

K. Courts provided the Secretary of 

State has determined that release is 

appropriate, and the court has certified 

it needs such information in the interest 

of the ends of justice in a case pending 

before the court; 

L. Foreign governments for purposes 

relating to the administration or 

enforcement of the immigration, 

nationality, and other laws of the United 

States, or in the Secretary’s discretion 

and on the basis of reciprocity, for the 

purpose of preventing, investigating, or 

punishing acts that would constitute a 

crime in the United States or, pursuant 

to an agreement with a foreign 

government, to enable such government 

to consider whether the record indicates 

a person would be inadmissible to the 

United States when it determines 

whether to deny a visa, grant entry, 

authorize an immigration benefit, or 

order removal of such person. 

M. The Centers for Disease Control 

and Prevention, for uses within its 

statutory mission, including its role 

relative to the physical and mental 

examination of aliens under 

immigration laws. 

N. 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. 

O. 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) 

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 that 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 Visa 

Records, State-39. 

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 in the Department’s Foreign 

Affairs Manual (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. 

POLICIES AND PRACTICES FOR RETRIEVAL OF

RECORDS: 

Records may be retrieved through 

individual data fields including but not 

limited to: Applicant personal data; 

biometrics and namecheck data; case 

data; and visa data. 


sradovich on DSK3GMQ082PROD with NOTICES
28064 Federal Register / Vol. 83, No. 116 / Friday, June 15, 2018 / Notices 

1See Or. Int’l Port of Coos Bay—Acquis. 

Exemption—Rail Line of Union Pac. R.R. in Coos 

Cty., Or., FD 35385 (STB served Jul. 9, 2010); Or. 

Int’l Port of Coos Bay—Feeder Line Application— 

Coos Bay Line of Cent. Ore. & Pac. R.R., FD 35160 

(STB served Oct. 31, 2008; modified Mar. 12, 2009.) 

POLICIES AND PRACTICES FOR RETENTION AND

DISPOSAL OF RECORDS: 

The retention period for visa records 

depends on the nature of the 

information and disposition of the visa 

adjudication. Some files related to 

issued immigrant visas are destroyed six 

months after issuance. In some 

instances, files with historical 

significance are permanent records. 

Most files related to Certificates of 

Identity are retained for twenty years 

after closure. These 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), and a complete 

list of the Department’s schedules can 

be found on our Freedom of Information 

Act (FOIA) program’s website (https://

foia.state.gov/Learn/Records

Disposition.aspx). More specific 

information may be obtained by writing 

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. 

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL

SAFEGUARDS: 

All users are given cyber security 

awareness training which covers the 

procedures for handling Sensitive but 

Unclassified information, including 

personally identifiable information (PII). 

Annual refresher training is mandatory. 

In addition, all Foreign Service and 

Civil Service employees and those 

Locally Employed Staff who handle PII 

are required to take the Foreign Service 

Institute’s distance learning course 

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. While the majority 

of records covered in Visa Records are 

electronic, 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 Visa 

Records, a user must first be granted 

access to the Department of State 

computer system. Remote access to the 

Department of State network from nonDepartment owned systems is 

authorized 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 background security 

investigation. 

RECORD ACCESS PROCEDURES: 

Individuals who wish to gain access 

to or to amend records pertaining to 

themselves should write to U.S. 

Department of State; Director, Office of 

Information Programs and Services; 

A/GIS/IPS; SA–2, Suite 8100; 

Washington, DC 20522–0208. The 

individual must specify that he or she 

wishes the Visa Records to be checked. 

At a minimum, the individual must 

include: Full name (including maiden 

name, if appropriate) and any other 

names used; current mailing address 

and zip code; date and place of birth; 

notarized signature or statement under 

penalty of perjury; a brief description of 

the circumstances that caused the 

creation of the record (including the city 

and/or country and the approximate 

dates) which gives the individual cause 

to believe that the Visa Records include 

records pertaining to him or her. 

Detailed instructions on Department of 

State procedures for accessing and 

amending records can be found at the 

Department’s FOIA website (https://

foia.state.gov/Request/Guide.aspx). 

However, in general, visa records are 

confidential and may not be released 

under section 222(f) of the Immigration 

and Nationality Act, except that, the 

Department of State may consider 

requests for records that originated with, 

or were sent to, a requesting visa 

applicant or someone acting on such 

applicant’s behalf to be releasable 

thereto. 

CONTESTING RECORD PROCEDURES: 

Individuals who wish to contest 

record procedures should write to U.S. 

Department of State; Director, Office of 

Information Programs and Services; 

A/GIS/IPS; SA–2, Suite 8100; 

Washington, DC 20522–0208. 

NOTIFICATION PROCEDURES: 

Individuals who have reason to 

believe that this system of records may 

contain information pertaining to them 

may write to U.S. Department of State; 

Director, Office of Information Programs 

and Services; A/GIS/IPS; SA–2, Suite 

8100; Washington, DC 20522–0208. The 

individual must specify that he or she 

wishes the Visa Records to be checked. 

At a minimum, the individual must 

include: Full name (including maiden 

name, if appropriate) and any other 

names used; current mailing address 

and zip code; date and place of birth; 

notarized signature or statement under 

penalty of perjury; a brief description of 

the circumstances that caused the 

creation of the record (including the city 

and/or country and the approximate 

dates) which gives the individual cause 

to believe that the Visa Records include 

records pertaining to him or her. 

EXEMPTIONS PROMULGATED FOR THE SYSTEM: 

Pursuant to 5 U.S.C. 552a(k)(1), (k)(2), 

and (k)(3), records contained within this 

system of records are exempted from 5 

U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), 

(H), and (I), and (f). See Department of 

State Rules published in the Federal 

Register, under 22 CFR 171.26. 

HISTORY: 

This SORN was previously published 

at 77 FR 65245 (October 25, 2012). 

Mary R. Avery, 

Senior Agency Official for Privacy, Senior 

Advisor, Office of Global Information 

Services, Bureau of Administration, 

Department of State. 

[FR Doc. 2018–12871 Filed 6–14–18; 8:45 am] 

BILLING CODE 4710–24–P 

SURFACE TRANSPORTATION BOARD 

[Docket No. FD 36199] 

Oregon International Port of Coos Bay 

and Coos Bay Rail Line, Inc.—IntraCorporate Family Transaction 

Exemption 

Oregon International Port of Coos Bay 

(the Port), and Coos Bay Rail Line, Inc. 

(Coos Rail) (collectively, the 

Applicants), have jointly filed a verified 

notice of exemption under 49 CFR 

1180.2(d)(3) for an intra-corporate 

family transaction. According to the 

Applicants, the Port is a rail common 

carrier that owns certain interconnected 

railroad lines in Oregon extending from 

Eugene to Coquille via Coos Bay, a total 

of roughly 133 route miles.1 The 


sradovich on DSK3GMQ082PROD with NOTICES