28058 Federal Register / Vol. 83, No. 116 / Friday, June 15, 2018 / Notices 

DEPARTMENT OF STATE 

[Public Notice 10450] 

Privacy Act of 1974; System of 

Records 

AGENCY: Department of State. 

ACTION: Notice of a modified system of 

records. 

SUMMARY: This system of records, 

Security Records, captures data related 

to incidents and threats affecting U.S. 

Government personnel, U.S. 

Government information, or U.S. 

Government facilities world-wide, for a 

variety of legal purposes including 

federal and state law enforcement, 

counterterrorism purposes, and 

administrative security functions. 

DATES: This system of records notice is 

effective upon publication, with the 

exception of the new or modified 

routine uses (b), (c), (d), (e), (m), (n), (p), 

(q), (r), (s), (t), and (u) 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 Systems, 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 ‘‘Security 

Records, State-36’’ 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: In 

accordance with the Privacy Act of 

1974, the Department of State proposes 

to consolidate two record systems: 

Security Records, State-36 (previously 

published at 80 FR 77691) and Identity 

Management System, State-72 

(previously published at 71 FR 62653) 

under Security Records, State-36. These 

two systems are being merged because 

the records and system purposes are 

substantially related. This notice 

modifies the following sections of State36, Security Records: System Location; 

Authority for Maintenance of the 

System; Purposes of the System; 

Categories of Individuals Covered by the 

System; Categories of Records in the 

System; Routine Uses of Records 

Maintained in the System, including 

categories of users and purposes of such 

uses; Policies and Practices for Storage 

of Records; Policies and Practices for 

Retention and Disposal of Records; and 

Administrative, Technical, and Physical 

safeguards. In addition, this notice 

makes administrative updates to the 

following sections: Policies and 

Procedures for Retrieval of Records, 

Record Access Procedures, Notification 

Procedures, and History. These changes 

reflect the incorporation of State-72 into 

State-36, the Department’s move to 

cloud storage, new OMB guidance, 

expanded authorities and routine uses 

for these records, updated contact 

information, and a notice publication 

history. 

SYSTEM NAME AND NUMBER 

State-36, Security Records. 

SECURITY CLASSIFICATION: 

Unclassified and Classified. 

SYSTEM LOCATION: 

Department of State, located at 2201 

C Street NW, Washington, DC 20520, 

and its annexes, Bureau of Diplomatic 

Security, and various field and regional 

offices throughout the United States, 

and abroad at some U.S. Embassies, U.S. 

Consulates General, and U.S. 

Consulates. Within a government 

certified cloud provided, implemented, 

and overseen by the Department’s 

Enterprise Server Operations Center 

(ESOC), 2201 C Street NW, Washington, 

DC 20520. 

SYSTEM MANAGER(S): 

Principal Deputy Assistant Secretary 

for Diplomatic Security and Director for 

the Diplomatic Security Service; 

Department of State; SA–20; 23rd Floor; 

1801 North Lynn Street; Washington, 

DC 20522–2008 for the Harry S Truman 

Building, domestic annexes, field offices 

and missions; Security Officers at 

respective U.S. Embassies, Consulates, 

and missions overseas. The Principal 

Deputy Assistant Secretary for 

Diplomatic Security can be reached at 

(571) 345–3815. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

(a) 5 U.S.C. 301 (Government 

Organization and Employees) 

(Departmental regulations); (b) 5 U.S.C. 

Chapter 73 (Suitability, Security, and 

Conduct); (c) 5 U.S.C. 7531–33 (National 

Security); (d) 8 U.S.C. 1104 

(Enforcement of immigration and 

nationality laws); (e) 18 U.S.C. 111 

(Crimes and Criminal Procedures) 

(Assaulting, resisting, or impeding 

certain officers or employees); (f) 18 

U.S.C. 112 (Protection of foreign 

officials, official guests, and 

internationally protected persons); (g) 

18 U.S.C. 201 (Bribery of public officials 

and witnesses); (h) 18 U.S.C. 1030 

(Fraud and related activity in 

connection with computers); (i) 18 

U.S.C. 1114 (Protection of officers and 

employees of the U.S.); (j) 18 U.S.C. 

1116 (Murder or manslaughter of foreign 

officials, official guests, or 

internationally protected persons); (k) 

18 U.S.C. 1117 (Conspiracy to murder); 

(l) 18 U.S.C. 1541–1546 (Issuance 

without authority, false statement in 

application and use of passport, forgery 

or false use of passport, misuse of 

passport, safe conduct violation, fraud 

and misuse of visas, permits, and other 

documents); (m) 22 U.S.C. 211a (Foreign 

Relations and Intercourse) (Authority to 

grant, issue, and verify passports); (n) 22 

U.S.C. 842, 846, 911 (Duties of Officers 

and Employees and Foreign Service 

Officers) (Repealed, but applicable to 

past records); (o) 22 U.S.C. 2454 

(Administration); (p) 22 U.S.C. 2651a 

(Organization of the Department of 

State); (q) 22 U.S.C. 2658 (Rules and 

regulations; promulgation by Secretary; 

delegation of authority) (Repealed, but 

applicable to past records); (r) 22 U.S.C. 

2708 (Department of State Rewards 

Program); (s) 22 U.S.C. 2709 (Special 

Agents); (t) 22 U.S.C. 2712 (Authority to 

control certain terrorism-related 

services); (u) 22 U.S.C. 3921 

(Administration by Secretary of State); 

(v) 22 U.S.C. 4802 (Diplomatic Security) 

(Responsibility of Secretary of State), 

(w) 22 U.S.C. 4804(3)(D) 

(Responsibilities of Assistant Secretary 

for Diplomatic Security) (Repealed, but 

applicable to past records); (x) 22 U.S.C. 

4831–4835 (Accountability review, 

accountability review board, 

procedures, findings and 

recommendations by a board, relation to 

other proceedings); (y) 22 U.S.C. Sec. 

4807 (Establishment of Visa and 

Passport Security Program in the 

Department of State) (z) 44 U.S.C. 31 

(Federal Records Act of 1950, Sec. 

506(a), as amended) (applicable to past 

records); (aa) 44 U.S.C. 3541 (Federal 

Information Security Management); (bb) 

Executive Order 10450 (Security 

requirements for government 

employment) (revoked but applicable to 

past records) and its successor orders; 

(cc) Executive Order 12107 (Relating to 

the Civil Service Commission and 

Labor-Management in the Federal 

Service); (dd) Executive Order 13526 

and its predecessor orders (Classified 

National Security Information); (ee) 

Executive Order 12968, as amended 

(Access to Classified Information); (ff) 

Executive Order 13587 (Structural 

Reforms to Improve the Security of 


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Classified Networks and Information); 

(gg) Executive Order 12333, as 

amended, and its predecessor orders 

(United States Intelligence Activities); 

(hh) Executive Order 13467, as amended 

(Reforming Processes Related to 

Suitability for Government 

Employment, Fitness, for Contractor 

Employees, and Eligibility for Access to 

Classified National Security 

Information); (ii) 22 CFR Subchapter M 

(International Traffic in Arms) 

(applicable to past records); (jj) 40 

U.S.C. Chapter 10 (Federal Property and 

Administrative Services Act (1949)); 

(kk) 31 U.S.C. (Internal Revenue Code); 

(ll) Public Law 99–399, 8/27/1986 

(Omnibus Diplomatic Security and 

Antiterrorism Act of 1986, as amended); 

(mm) Public Law 100–202, 12/22/1987 

(Appropriations for Departments of 

Commerce, Justice, and State) 

(applicable to past records); (nn) Public 

Law 100–461, 10/1/1988 (Foreign 

Operations, Export Financing, and 

Related Programs Appropriations Act); 

(oo) Public Law 104–347, sec. 203 

(Electronic Government Act); (pp) 

Public Law 107–56, 10/26/2001 (USA 

PATRIOT Act—Uniting and 

Strengthening America by Providing 

Appropriate Tools Required to Intercept 

and Obstruct Terrorism); (qq) Public 

Law 108–21, 4/30/2003 (PROTECT 

Act—Prosecutorial Remedies and Other 

Tools to End the Exploitation of 

Children Today Act of 2003); (rr) 

Executive Order 12356 (National 

Security Information) (applicable to past 

records); (ss) Executive Order 9397 

(Numbering System for Federal 

Accounts Relating to Individual 

Persons); (tt) Homeland Security 

Presidential Directive (HSPD–12) 

(Policy for a Common Identification 

Standard for Federal Employees and 

Contractors, 8/27/2004; (uu) Executive 

Order 13356 (Strengthening the Sharing 

of Terrorism Information to Protect 

Americans); (vv) Public Law 108–458 

(Sect.1016), 12/17/2004 (Intelligence 

Reform and Terrorism Prevention Act of 

2004; (ww) Public Law 92–463: 5 U.S.C. 

App. (Federal Advisory Committee Act); 

(xx) E.O. 12829, National Industrial 

Security Program; (yy) PDD/NSC–12 

Security Awareness and Reporting 

Foreign Contacts; (yy) Security 

Executive Agent Directive 3 (Reporting 

Requirements for Personnel with Access 

to Classified Information or Who Hold 

a Sensitive Position); (zz) Security 

Executive Agent Directive 4 (National 

Security Adjudicative Guidelines); (aaa) 

Security Executive Agent Directive 5 

(Social Media in Background 

Investigations). 

PURPOSE(S) OF THE SYSTEM: 

The records maintained in State-36, 

Security Records, capture data related to 

incidents and threats affecting U.S. 

Government personnel, U.S. 

Government information, or U.S. 

Government facilities world-wide, for a 

variety of legal purposes including 

federal, state, and international law 

enforcement and counterterrorism 

purposes. The information maintained 

in Security Records may be used to 

determine general suitability for 

employment or retention in 

employment, to grant a contract or issue 

a license, grant, national security 

eligibility, security clearance, or 

Department credential (including PIV 

card). 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Present and former employees of the 

Department of State; U.S. Agency for 

International Development (AID), and 

Peace Corps employees; applicants for 

Department employment who are 

presently undergoing a background 

investigation; individuals 

communicating on publicly available 

social media with employees or 

applicants undergoing a background 

investigation; contractors working for 

the Department; interns and detailees to 

the Department; employees of other 

federal agencies who have accounts on 

Department networks; individuals 

requiring access to the official 

Department of State premises who have 

undergone or are undergoing security 

clearance; some passport and visa 

applicants concerning matters of 

adjudication; individuals and 

institutions identified in passport and 

visa crime investigations; individuals 

and institutions identified in 

investigations regarding identity theft or 

document fraud affecting or relating to 

the programs, functions or authorities of 

the Department of State; individuals 

identified in investigations of Federal 

offenses committed within the special 

maritime and territorial jurisdiction of 

the United States; individuals involved 

in unauthorized access to classified 

information; prospective alien spouses 

of U.S. citizen employees of the 

Department of State; individuals or 

groups whose activities have a potential 

bearing on the security of Departmental 

or Foreign Service operations, 

domestically or abroad, including those 

involved in criminal or terrorist activity; 

individuals and organizations who 

apply to be constituents in the exchange 

of security information from publicprivate partnerships; and visitors to the 

Department of State main building 

(Harry S Truman Building), to its 

domestic annexes, field offices, 

missions, and to the U.S. Embassies and 

U.S. Consulates and missions overseas. 

Also covered are individuals issued 

security or cybersecurity violations or 

infractions; litigants in civil suits and 

criminal prosecutions of interest to the 

Bureau of Diplomatic Security; 

individuals who have Department 

building passes; individuals using 

Department devices or networks; 

uniformed security officers; individuals 

named in congressional inquiries to the 

Bureau of Diplomatic Security; 

individuals subject to investigations 

conducted abroad on behalf of other 

federal agencies; individuals who 

participate in Department rewards 

programs; and individuals whose 

activities other agencies believe may 

have a bearing on U.S. foreign policy 

interests. The Privacy Act defines an 

individual at 5 U.S.C. 552a(a)(2) as a 

United States citizen or lawful 

permanent resident. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Incident and investigative material 

relating to any category of individual 

described above, including case files 

containing items such as name, date and 

place of birth, citizenship, telephone 

numbers, addresses, physical 

description (including height, weight, 

body type, hair, clothing, gender, 

ethnicity, race, and other general and 

distinguishing physical features), 

medical records, accent description, 

identification media (such as passport, 

residency, or driver’s license numbers), 

vehicle registration and vehicle 

information; email address, family 

identifiers (such as names of relatives 

and biographic information), employer 

identifiers, applications for passports 

and employment, photographs, 

biometric data (to include fingerprints, 

and deoxyribonucleic acid (DNA) 

information), birth certificates, credit 

checks, security evaluations and 

clearances, national security eligibility 

determinations, fitness determinations, 

other agency reports and informant 

reports; legal case pleadings and files; 

evidence collected during 

investigations; polygraphs; network 

audit records, network use records, 

email, chat conversations, and text 

messages sent using Department devices 

or networks; social media account 

communications and/or findings for 

individuals undergoing background or 

security investigations; publicly 

available social media communications 

of third parties with individuals 

undergoing background investigations; 

security violation files; training reports; 

weapons assignment database; firing 

proficiency and other security-related 


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testing scores; availability for special 

protective assignments; language 

proficiency scores; intelligence reports; 

counterintelligence material; 

counterterrorism material; threat 

information pertaining to private U.S. 

entities and individuals operating 

overseas; internal Departmental 

memoranda; internal personnel, fiscal, 

and other administrative documents, to 

include PIV-related documents; 

emergency contact information for 

Department employees and contractors; 

Social Security number; specific areas 

and times of authorized accessibility; 

escort authority; status and level of 

security clearance; issuing agency and 

issue date; and for all individuals: Date 

and times of building entrance and exit. 

For visitors, information collected can 

include name, date of birth, citizenship, 

identification type, identification 

number, temporary badge number, 

host’s name, office symbol, room 

number, and telephone number. For 

public-private partnerships to exchange 

security information, information 

collected can include name, address, 

telephone number and email address. 

Security files contain information 

needed to provide protective services 

for the Secretary of State and visiting 

and resident foreign officials and 

associated foreign official facilities, and 

to protect the Department’s official 

facilities and information assets. 

Security files contain documents and 

reports furnished to the Department by 

other agencies concerning individuals 

whose activities the other agencies 

believe may have a bearing on U.S. 

foreign policy interests. 

RECORD SOURCE CATEGORIES: 

These records contain information 

obtained from the individual; persons 

having knowledge of the individual; 

persons having knowledge of incidents 

or other matters of investigative interest 

to the Department; other U.S. law 

enforcement agencies and court 

systems; pertinent records of other 

federal, state, or local agencies or 

foreign governments; pertinent records 

of private firms or organizations; the 

intelligence community; and other 

public sources. The records also contain 

information obtained from interviews, 

review of records, and other authorized 

investigative techniques. 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

PURPOSES OF SUCH USES: 

The information in Security Records 

is used by: 

(a) Department of State officials in the 

administration of their responsibilities; 

(b) Appropriate committees and 

subcommittees of Congress in 

furtherance of their respective oversight 

functions; 

(c) Department of Treasury; U.S. 

Office of Personnel Management; 

Agency for International Development; 

Department of Commerce; Peace Corps; 

Department of Defense; Central 

Intelligence Agency; Department of 

Justice; Department of Homeland 

Security; National Counter Terrorism 

Center; and other federal agencies 

inquiring pursuant to law or Executive 

Order, in order to make a determination 

of or verify general suitability for 

employment, fitness, or retention in 

employment, to grant a contract or issue 

a license, grant, security clearance, 

national security eligibility, credential 

or accreditation; 

(d) Any federal, state, municipal, 

foreign or international law enforcement 

or other relevant agency or organization 

as needed for security, law enforcement 

or counterterrorism purposes, such as: 

Investigative material, threat alerts and 

analyses, protective intelligence and 

counterintelligence information, 

information relevant for screening 

purposes; 

(e) Any other agency or department of 

the federal government pursuant to 

statutory intelligence responsibilities or 

other lawful purposes (including, but 

not limited to, adjudications, hearings 

and appeals, continuous evaluation, 

inspector general functions, 

counterintelligence, and research, and 

insider threat programs); 

(f) Any other agency or department of 

the Executive Branch having oversight 

or review authority with regard to its 

investigative responsibilities; 

(g) A federal, state, local, foreign, or 

international agency or other public 

authority that investigates, prosecutes, 

or assists in investigation or prosecution 

of violation of criminal law or enforces, 

implements, or assists in enforcement or 

implementation of statute, rule, 

regulation, or order; 

(h) A federal, state, local or foreign 

agency or other public authority or 

professional organization maintaining 

civil, criminal, and other relevant 

enforcement or pertinent records such 

as current licenses; information may be 

given to a consumer reporting agency: 

(1) To obtain information, relevant 

enforcement records or other pertinent 

records such as current licenses, or 

(2) to obtain information relevant to 

an agency investigation, a decision 

concerning the hiring or retention of an 

employee or other personnel action, the 

issuance of a security clearance or the 

initiation of administrative, civil, or 

criminal action; 

(i) Officials of government agencies in 

the letting of a contract, issuance of a 

license, grant or other benefit, and the 

establishment of a claim; 

(j) Any private or public source, 

witness, or subject from which 

information is requested in the course of 

a legitimate agency investigation or 

other inquiry, to the extent necessary to 

identify an individual; to inform a 

source, witness or subject of the nature 

and purpose of the investigation or 

other inquiry; and to identify the 

information requested; 

(k) An attorney or other designated 

representative of any source, witness or 

subject described in paragraph (j) of the 

Privacy Act only to the extent that the 

information would be provided to that 

category of individual itself in the 

course of an investigation or other 

inquiry; 

(l) A federal agency following a 

response to its subpoena or to a 

prosecution request that such record be 

released for the purpose of its 

introduction to a grand jury or in 

another criminal proceeding; 

(m) Relevant information may be 

disclosed from this system to the news 

media and general public in furtherance 

of a legitimate law enforcement or 

public safety function as determined by 

the Department. Such uses may include, 

for example to assist in the location of 

federal fugitives, to provide notification 

of arrests, to provide alerts, assessments, 

or similar information on potential 

threats to life, health, or property, or to 

keep the public appropriately informed 

of other law enforcement matters where 

disclosure could not reasonably be 

expected to constitute an unwarranted 

invasion of personal privacy and could 

not reasonably be expected to prejudice 

the outcome of a pending or future trial; 

(n) State, local, federal or nongovernmental agencies and entities as 

needed for purposes of emergency or 

disaster response or identification of 

bodies; 

(o) U.S. government agencies within 

the framework of the National 

Suspicious Activity Report (SAR) 

Initiative (NSI) regarding foreign 

intelligence and terrorist threats, 

managed by the Department of Justice; 

(p) 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 


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in connection with the Department of 

State efforts to respond to the suspected 

or confirmed breach or to prevent, 

minimize, or remedy such harm; 

(q) To 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; 

(r) To Department of State officials for 

the purpose of vetting for employee 

participation in public speaking events, 

recruitment events, awards, and 

assignments; 

(s) To private U.S. entities operating 

overseas to communicate threats against 

them and their employees; 

(t) To the Office of the Director of 

National Intelligence for inclusion in its 

Scattered Castles system in order to 

facilitate reciprocity of background 

investigations and national security 

eligibility determinations; and 

(u) To a court, adjudicative body, or 

administrative body before which the 

Department is authorized to appear 

when (a) the Department; (b) any 

employee of the Department in his or 

her official capacity; (c) any employee of 

the Department in his or her individual 

capacity where the U.S. Department of 

Justice (‘‘DOJ’’) or the Department has 

agreed to represent the employee; or (d) 

the Government of the United States, 

when the Department determines that 

litigation is likely to affect the 

Department, is a party to litigation or 

has an interest in such litigation, and 

the use of such records by the 

Department is deemed to be relevant 

and necessary to the litigation or 

administrative proceeding. 

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 Security 

Records, State-36. 

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 here 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 only. 

POLICIES AND PRACTICES FOR RETRIEVAL OF

RECORDS: 

By individual name, personal or 

biometric identifier, case number, 

Department building passes, and Social 

Security number (for other than 

visitors), as well as by each category of 

records in the system. 

POLICIES AND PRACTICES FOR RETENTION AND

DISPOSAL OF RECORDS: 

Retention of these records varies 

depending upon the specific kind of 

record involved. The retention periods 

of records maintained in this system of 

records range from three years for 

security support records to 100 years for 

investigation case files. These records 

are retired or destroyed in accordance 

with published schedules of the 

Department of State and as approved by 

the National Archives and Records 

Administration and outlined here 

https://foia.state.gov/Learn/Records

Disposition.aspx. More specific 

information may be obtained by writing 

to the 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. 

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL

SAFEGUARDS: 

All users are given cybersecurity 

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 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. 

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. Access 

to computerized files is passwordprotected 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 

Security Records, a user must first be 

granted access to the Department of 

State computer system, and user access 

is not granted until a background 

investigation has been completed. All 

Department of State employees and 

contractors with authorized access have 

undergone a thorough background 

security investigation. Remote access to 

the Department of State network from 

non-Department owned systems is 

authorized only through a Departmentapproved 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. 

The Department of State will store 

records maintained in this system of 

records in cloud systems. All cloud 

systems that provide IT services and 

process Department of State information 

must be specifically authorized by the 

Department of State Authorizing Official 

and Senior Agency Official for Privacy. 

Only information that conforms with 

Department-specific definitions for 

FISMA low or moderate categorization 

are permissible for cloud usage unless 

specifically authorized by the Cloud 

Computing Governance Board. Prior to 

operation, all Cloud systems must 

comply with applicable security 

measures that are outlined in FISMA, 

FedRAMP, OMB regulations, NIST 

Federal Information Processing 

Standards (FIPS) and Special 

Publication (SP), and Department of 

State policy and standards. 

RECORD ACCESS PROCEDURES: 

Individuals who wish to gain access 

to or 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 20522–8100. 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; 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 


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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. 


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