STATE -77 Country Clearance Records

Volume 76, Number 191
Monday, October 3, 2011
Public Notice 7632; Page 61132
Privacy Act; System of Records:
State-77, Country Clearance
Records
SUMMARY:
Notice is hereby given that the
Department of State proposes to create a
system of records, Country Clearance
Records, State-77, 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.
DATES:
This system of records will become
effective on November 14, 2011, unless
we receive comments that will result in a
contrary determination.
ADDRESSES:
Any persons interested in commenting
on this new system of records may do so
by submitting comments in writing to
the Director; Office of Information
Programs and Services, A/GIS/IPS;
Department of State, SA-2; 515 22nd
Street, NW.; Washington, DC 205228001.
FOR FURTHER INFORMATION
CONTACT: Director; Office of
Information Programs and Services,
A/GIS/IPS; Department of State, SA-2;
515 22nd Street, NW.; Washington, DC
20522-8001.
SUPPLEMENTARY
INFORMATION:
The Department of State proposes the
new system of records named
``Country Clearance Records.'' During a
review of Department of State
operations, this system was identified as
being in operation and subject to the
provisions of the Privacy Act. This
notice is being published to address the
requirements of the Privacy Act of 1974,

as amended. The proposed system will
maintain information required to request
permission from the chief of mission for
the planned presence in his or her
country, post, or mission of an employee
or contractor of the Department of State
or other Executive Branch agency.
The Department's report was filed with
the Office of Management and Budget.
The new system description, ``Country
Clearance Records, State77'' will read as set forth below.
Dated:
September 8, 2011. Keith D. Miller,
Director, Office of Operations, Bureau
of Administration, U.S. Department of
State.
STATE-77
SYSTEM NAME:
Country Clearance Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Office of Management Policy,
Rightsizing and Innovation (M/PRI),
Department of State, 2201 C Street NW.,
Washington, DC 20520-3822; all U.S.
posts and missions abroad; and
corresponding automated data
processing facilities.
CATEGORIES OF INDIVIDUALS
COVERED BY THE SYSTEM:
Employees and contractors of the
Department of State and other Executive
Branch agencies of the U.S.
Government.
CATEGORIES OF RECORDS IN
THE SYSTEM:
Individual name, email address, phone
number, passport country and number,
agency, employment type, country of
birth, emergency contact information,
purpose of visit, lodging information,
carrier information, level of security
clearance and travel itineraries.

AUTHORITY FOR MAINTENANCE
OF THE SYSTEM:
22 U.S.C. 3927, Chief of Mission.
PURPOSE:
To request permission from the chief of
mission for the planned presence in his
or her country, post, or mission of an
employee or contractor of the
Department of State or other Executive
Branch agency.
ROUTINE USES OF RECORDS
MAINTAINED IN THE SYSTEM,
INCLUDING CATEGORIES
OF USERS AND PURPOSES OF
SUCH USES:
The Department shares Country
Clearance records with designated
administrators of other Executive Branch
agencies utilizing the eCountry
Clearance system for employees or
contractors on official travel to U.S.
posts and missions abroad.
The Department of State periodically
publishes in the Federal Register its
standard routine uses which apply to all
of its Privacy Act systems of records.
These notices appear in the form of a
Prefatory Statement. These standard
routine uses apply to Country Clearance
Records, State-77.
POLICIES AND PRACTICES FOR
STORING, RETRIEVING,
ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE
SYSTEM:
STORAGE:
Electronic and paper records.
RETRIEVABILITY:
Records are retrieved by the individual's
name or itinerary number.
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
Engaged Staff who handle PII are
required to take the Foreign Service
Institute 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. Before being
granted access to Country
Clearance 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 Office of
Management and Budget Memorandum
M-07-16 security requirements, which
include but are not limited to two-factor
authentication and time out function.
All Department of State employees and
contractors with authorized access have
undergone a thorough background
security investigation.
Access to the Department of State, its
annexes, posts, and missions 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
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:
Records are disposed of in accordance
with published Department of State
Records Disposition Schedules 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,
Department of State, SA-2, 515 22nd
Street, NW., Washington, DC 205228001.
SYSTEM MANAGER AND
ADDRESS:
Director, Office of Management Policy,
Rightsizing and Innovation
(M/PRI), 2201 C Street, NW.,
Washington, DC 20520-3822.
NOTIFICATION PROCEDURES:
Individuals who have reason to believe
that the Office of Management Policy,
Rightsizing and Innovation (M/PRI) may
have information pertaining to them may
write to the Director, Office of
Information Programs and Services,
Department of State, SA-2, 515 22nd
Street, NW., Washington, DC 205228001. The individual must specify that
he/she wishes Country Clearance
Records to be checked. At a minimum,
the individual should include his or her
name, current mailing address, zip code,
and signature; and a brief description of
the circumstances that caused the
individual to believe that the system of
records contains records pertaining to
him or her, including dates and locations
of travel episodes for which the
individual believes he or she may have
caused the creation of country clearance
records.

RECORD ACCESS PROCEDURES:
Individuals who wish to gain access to
or amend records pertaining to them
should write to the Director, Office of
Information Programs and Services
(address above).
CONTESTING RECORD
PROCEDURES:
(See above).
RECORD SOURCE CATEGORIES:
These records contain information
obtained directly from the individual
who is the subject of these records, from
the Executive Branch agency employing
the individual, and M/PRI and post or
mission staff abroad.
SYSTEMS EXEMPTED FROM
CERTAIN PROVISIONS OF THE
ACT:
None.