[Federal Register Volume 60, Number 245 (Thursday, December 21, 1995)]
[Notices]
[Pages 66335-66336]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-31109]



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DEPARTMENT OF STATE
[Public Notice 2307]


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-41, 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 December 4, 1995.
    This system of records is being implemented by the Department of 
State to reflect more accurately its enhanced record keeping system for 
Foreign Service officers and specialists, and WAE re-employed 
annuitants who are assigned as rovers at posts abroad or domestically. 
The information included is directly related to the employee's 
assignment as a rover and generally does not include information kept 
in his/her official personnel file.
    Any persons interested in commenting on this new system of records 
may do so by submitting comments in writing to Margaret P. Grafeld; 
Acting, Director; Office of Freedom of Information, Privacy and 
Classification Review; Room 1239; Department of State; 2201 C Street, 
NW; Washington, DC 20520-1239. 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 new system description, 
``Rover Records, STATE-41'' will read as set forth below.

    Dated: December 4, 1995.
Patrick F. Kennedy,
Assistant Secretary for the Bureau of Administration.
State--41
System name:
    Rover Records.
Security classification:
    Unclassified and classified.
System location:
    Department of State, 2201 C Street, NW, Washington, DC 20520; and 
the Miami Regional Center, 4000 N. Andrews Street, Ft. Lauderdale, FL 
33309.
Categories of individuals covered by the system:
    Foreign Service professional full-time officers and specialists, 
(communicators, secretaries, personnelists, administrative officers, 
and budget and fiscal officers) who are assigned as rovers for a tour 
of duty or in temporary duty status; WAE re-employed annuitants 
assigned as rovers in designated positions; and individuals previously 
in the above two categories whose reassignments are pending or who have 
resigned from the rover program or been reassigned outside of the 
program.
Authority for maintenance of the system:
    22 U.S.C. 3921 (Management of service); 22 U.S.C. 2656 and 2658 
(Management of foreign affairs; Delegation of authority); 5 U.S.C. 301 
(Management of the Department of State).

[[Page 66336]]

Categories of records in the system:
    Communications between the Bureau of Personnel (PER) and the 
employee regarding assignments, extensions and curtailments; 
communications between PER and the bureau of assignment; communications 
between the employee and the office responsible for the employee's 
rating regarding issues and problems encountered and self-evaluation of 
performance and accomplishments; memoranda and telegrams regarding 
performance prepared at posts where employee served; employee trip 
reports; employee's assignment history; passports and copies of 
passport applications; photographs of employee for passport and visa 
purposes; profile sheets for visa applications; blanket travel 
authorizations and amendments; training records; medical clearance 
notifications; signed work requirements; copies of SF-50 personnel 
actions, arrival/departure communications; information regarding 
allowances, housing, and household effects; and time and attendance 
information. For WAE re-employed annuitants: Copies of W-4 tax 
withholding forms, SF-1190 foreign allowance forms, earnings and leave 
statements, salary checks and transfer of labor charges are also kept 
when routed through the appropriate Executive Office.
Routine uses of records maintained in the system, including categories 
of users and purposes of such uses:
    The information in this system is used to provide performance 
evaluation information for the employee's rating and reviewing officers 
who are not the on-site supervisors, to provide necessary information 
for visa requests for foreign travel, for applications for U.S. 
passports, for recommendation and authorization of training, for 
assisting the employee and posts in travel arrangements and assignment 
and administrative processing, for assignment processing in considering 
reappointments for re-employed annuitants, and by foreign missions when 
visas are requested. Also see the ``Routine Uses'' paragraph of the 
Prefatory Statement published in the Federal Register.
Policies and practices for storming, 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 the Miami Regional Center is controlled 
by camera and motion detection devices. 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 according to 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 Freedom of 
Information, Privacy and Classification Review, Room 1239; Department 
of State, 2201 C Street, NW, Washington, DC 20520-1239.
System manager(s) and address:
    Executive Director for African Affairs, Room 3517; Executive 
Director for East Asian and Pacific Affairs, Room 4313A; Executive 
Director for European and Canadian Affairs, Room 5428; Executive 
Director for Near Eastern and South Asian Affairs, Room 4245; or the 
Managing Director for Systems Operations for Information Management, 
Room 4422; Department of State, 2201 C Street, NW, Washington, DC 
20520; or the Director of Miami Regional Center; 4000 N. Andrews 
Street, Ft. Lauderdale, FL 33309.
Notification procedure:
    Individuals who have reason to believe the Department of State 
might have records pertaining to themselves when they were rovers 
should write to the Director, Office of Freedom of Information, Privacy 
and Classification Review, Room 1239, Department of State, 1201 C 
Street NW, Washington, DC 20520-1239. The individual must specify that 
he/she wishes the Rover Records applicable to his/her assignment to 
that program to be checked. At a minimum, the individual must include: 
Name; date and place of birth; current mailing address and zip code; 
signature; bureau to which he/she was assigned and dates of assignment.
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 Freedom of 
Information, Privacy and Classification Review (address above).
Record source categories:
    These records contain information obtained directly from the 
individual who is the subject of these records, from supervisors and 
officers who benefited from the individual's performance at posts where 
the individual served, from the office of the Regional Executive 
Director, from the Office of Medical Services, and from the Bureau of 
Personnel.
Systems exempted from certain provisions of the Act:
    Certain 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.

[FR Doc. 95-31109 Filed 12-20-95; 8:45 am]
BILLING CODE 4710-24-M