[Federal Register Volume 63, Number 124 (Monday, June 29, 1998)]
[Notices]
[Pages 35305-35306]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-17228]



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DEPARTMENT OF STATE

[Public Notice 2844]


Privacy Act of 1974; Altered System of Records

    Notice is hereby given that the Department of State proposes to 
alter an existing system of records, STATE-42, pursuant to the 
provisions of the Privacy Act of 1974, as amended (5 U.S.C. 552a(r)), 
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 June 18, 1998.
    It is proposed that the system description will include revisions 
and/or additions to each section except the sections entitled ``System 
name,'' ``Retrievability'' and ``Systems exempted from certain 
provisions of the Act.'' A new section entitled ``Security 
classification'' has also been added. The changes to the existing 
system description are proposed to reflect more accurately the Bureau 
of Political-Military Affairs' record-keeping practices, the 
enlargement of the scope of its mandate, and a reorganization of its 
activities and operations.
    Any persons interested in commenting on the altered system of 
records may do so by submitting comments in writing to Kenneth F. 
Rossman, Acting Chief; Programs and Policies Division; Office of IRM 
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 unless we receive comments which will result in a contrary 
determination.
    The altered system, the ``Munitions Control Records, STATE-42'' 
will read as set forth below.

    Dated: June 18, 1998.
Patrick R. Hayes,
Acting Assistant Secretary for the Bureau of Administration.
STATE-42

SYSTEM NAME:
    Munitions Control Records.

SECURITY CLASSIFICATION:
    Unclassified and classified.

SYSTEM LOCATION.
    Department of State, Annex 6; Room 200; 1700 Lynn St.; Arlington, 
VA 22209.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Exporters of defense articles and defense services with or without 
Department of State authorization; individuals who are applicants for 
export licenses; individuals who are registered as exporters; and 
individuals who are brokers for sales of defense articles or defense 
services who completed registration statements or submitted requests 
for approval of a brokering activity.

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); 22 U.S.C. 2778 (Arms Export Control Act).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Correspondence, registration statements when a principal executive 
officer or owner is the same as the applicant, and checks for 
registration fees sent to the Department of State (Department) when an 
individual registers as a manufacturer, exporter and/or broker of 
defense articles or defense services; copies of letters to individuals 
and businesses from the Department pertaining to their registration; 
Proposed Charging Letters and Orders and Consent Agreements pertaining 
to the Department's administrative cases; correspondence, memoranda, 
federal court documents, telegrams, other government agency reports, 
and E-Mail messages between the Department and other federal agencies 
regarding law enforcement and intelligence information about defense 
trade activities pertaining to the subject of the record.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSE OF SUCH USES:
    The information in this system is used primarily by the Office of 
Defense Trade Controls when making determinations regarding:
    (a) Individuals who have been authorized to export or retransfer a 
defense article, defense service or related technical data;
    (b) Which commodities, quantities, and dollar values were 
authorized for export and the extent of any export violations;
    (c) Administrative charges imposed on an individual for violating 
the export regulations; and
    (d) The removal of export privileges.
    The information may also be used to send required reports to 
Congress about certain defense trade transactions. The principal users 
of this information outside the Department of State are the U.S. 
Customs Service and the Department of Justice for their investigations 
of violations of the Arms Export Control Act. This information may also 
be released to other federal intelligence and law enforcement agencies 
pursuant to statutory intelligence and law enforcement responsibilities 
or for other lawful purposes.

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 
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 6 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 destroyed or retired to the Federal Records 
Center according to published records schedules of the Department of 
State and as approved by the National Archives and Records 
Administration. Licenses and license applications will be destroyed 
after fifteen years. More specific information may be obtained by 
writing to the Director; Office of IRM Programs and Services; Room 
1239; Department of State; 2201 C Street, NW; Washington, DC 20520-
1512.

System manager(s) and address:
    Director, Office of Defense Trade Controls, Bureau of Political-
Military Affairs, SA-6, Room 200, Department of State, Washington, DC 
20522-0602.

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Notification procedure:
    Individuals who have reason to believe that the Bureau of 
Political-Military Affairs (Office of defense Trade Controls) might 
have information pertaining to themselves should write to the Director; 
Office of IRM 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 Office of Defense Trade Controls to be 
checked. At minimum, the individual must include: name; date and place 
of birth; current mailing address and zip code; signature; and a brief 
description of the circumstances which may have caused the creation of 
the record including the approximate dates of the circumstances which 
give the individual cause to believe that the Office of Defense Trade 
Controls may have 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 IRM Programs and 
Services (address above).

Record source categories:
    These records contain information obtained from the individual, 
from the organization the individual represents and intelligence and 
law enforcement agencies.

Systems exempted from certain provisions of the Act:
    Portions of certain records contained within this system of records 
are exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (3)(4)(G), (H) and 
(I), and (f). See Department of States rules published in the Federal 
Register.

[FR Doc. 98-17228 Filed 6-26-98; 8:45 am]
BILLING CODE 4710-05-M