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[Federal Register: November 2, 2010 (Volume 75, Number 211)]
[Notices]               
[Page 67431-67433]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr02no10-116]                         

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DEPARTMENT OF STATE

[Public Notice: 7221]

 
State-40, Employee Contact Records

SUMMARY: Notice is hereby given that the Department of State proposes 
to

[[Page 67432]]

amend an existing system of records, Electronic Telephone Directory 
(e*Phone), State-40, 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. The Department's report was filed with 
the Office of Management and Budget on September XX, 2010.
    It is proposed that the name of the current system, ``Electronic 
Phone Directory (e*Phone)'' be changed to ``Employee Contact Records.'' 
It is also proposed that the amended system description will include 
substantive and/or administrative changes to the following sections: 
System name; Categories of individuals; Categories of records; 
Authority; Purpose; Routine uses; Safeguards; and Record source. Any 
persons interested in commenting on the amended system of records may 
do so by submitting comments in writing to Director, Office of 
Information Programs and Services, A/GIS/IPS, Department of State, SA-
2, 515 22nd Street, Washington, DC 20522-8001. This system of records 
will be effective 40 days from the date of publication, unless we 
receive comments that will result in a contrary determination.
    The amended system description, ``Employee Contact Records, State-
40,'' will read as set forth below.

    Dated: September 20, 2010.
Steven J. Rodriguez,
Deputy Assistant Secretary of Operations, Bureau of Administration, 
U.S. Department of State.
STATE-40

SYSTEM NAME:
    Employee Contact Records.

SECURITY CLASSIFICATION:
    Sensitive but Unclassified (SBU).

SYSTEM LOCATION:
    Department of State; 2201 C Street, NW.; Washington, DC 20520.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All Foreign Service, Civil Service, Locally Employed Staff and 
contract employees of the Department of State.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains the following employee contact information: 
name, office contact information, personal contact information, 
employee-designated emergency contact information and employment type 
(government or contractor).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 
2581 (General Authority of Secretary of State); 22 U.S.C 2651a 
(Organization of the Department of State); 5 U.S.C. 301, 22 U.S.C. 
2581; National Security Presidential Directive (NSPD)-51/Homeland 
Security Presidential Directive (HSPD)-20 (May 4, 2007); National 
Continuity Policy Implementation Plan (August 2007); and Federal 
Continuity Directive 1 (February 2008).

PURPOSE(S):
    The public and non-public information contained in the system is 
collected and maintained by the Department and is (1) used to develop 
the official locator directories for all personnel; and/or (2) used to 
communicate with employees in the event of an emergency in which 
designated contact information will be used; and/or (3) communicate 
with employee-designated emergency contact.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    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. The notices appear in the form of a Prefatory 
Statement. All standard routine uses apply to the Employee Contact 
Records, State-40.

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

RETRIEVABILITY:
    Individual's name.

SAFEGUARDS:
    All users are given cyber security awareness training which covers 
the procedures for handling Sensitive but Unclassified information, 
including personally identifiable information. Annual refresher 
training is mandatory. Before being granted access to Employee Contact 
Records, a user must first be granted access to the Department of State 
computer network.
    Remote access to the Department of State network from non-
Department owned systems is authorized only through a Department 
approved access program. Remote access to the network is configured in 
accordance with the Office of Management and Budget Memorandum M-07-16 
security requirements, which includes but is not limited to two-factor 
authentication and time out function.
    All users with authorized access have undergone a thorough security 
background 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 Department of State 
identification card or individuals under proper escort. All 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:
    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 (NARA). More 
specific information may be obtained by writing to the Director; Office 
of Information Programs and Services (A/GIS/IPS); SA-2; Department of 
State; 515 22nd Street, NW.; Washington, DC 20522-8001 or by fax at 
202-261-8571.

SYSTEM MANAGER AND ADDRESS:
    Bureau of Administration, Office of Emergency Management, Planning 
and Preparedness Division, 2430 E Street NW., Washington, DC 20520. 
Bureau of Information Resource Management, Enterprise Resource 
Management, 2201 C Street, NW., Washington, DC 20520.

NOTIFICATION PROCEDURE:
    Individuals who have cause to believe that the Employee Contact 
Records might have records pertaining to them should write 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. The individual must specify that he/she requests that the records 
of the Employee Contact Records be checked.

RECORD ACCESS AND AMENDMENT PROCEDURES:
    Individuals who wish to gain access to or amend records pertaining 
to them should write to the Director, Office of

[[Page 67433]]

Information Programs and Services (address above).

CONTESTING RECORD PROCEDURES:
    (See above).

RECORD SOURCE CATEGORIES:
    The information is compiled directly from the individual and from 
Department automated sources.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 2010-27667 Filed 11-1-10; 8:45 am]
BILLING CODE 4710-24-P
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