Notice2022-01346
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
January 25, 2022
Issuing agencies
State Department
Abstract
The information collected and maintained in Integrated Logistics Management Records is necessary to: (1) Ensure fiscal accountability in issuing federal assistance, (2) coordinate the logistics of transporting the household effects of Department of State and other Embassy employees, and contracting services, (3) allow customers to submit and track requests for services, (4) allow service providers to fulfill and track customer requests, and (5) fulfill International Cooperative Administrative Support Services (ICASS).
Full Text
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<title>Federal Register, Volume 87 Issue 16 (Tuesday, January 25, 2022)</title>
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[Federal Register Volume 87, Number 16 (Tuesday, January 25, 2022)]
[Notices]
[Pages 3883-3885]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-01346]
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DEPARTMENT OF STATE
[Public Notice: 11631]
Privacy Act of 1974; System of Records
ACTION: Notice of a modified system of records.
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SUMMARY: The information collected and maintained in Integrated
Logistics Management Records is necessary to: (1) Ensure fiscal
accountability in issuing federal assistance, (2) coordinate the
logistics of transporting the household effects of Department of State
and other Embassy employees, and contracting services, (3) allow
customers to submit and track requests for services, (4) allow service
providers to fulfill and track customer requests, and (5) fulfill
International Cooperative Administrative Support Services (ICASS).
DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this system of
records notice is effective upon publication, with the exception of the
routine uses that are subject to a 30 day period during which
interested persons may submit comments to the Department. Please submit
any comments by March 1st 2022.
ADDRESSES: Questions can be submitted by mail, email, or by calling
Eric F. Stein, the Senior Agency Official for Privacy on (202) 485-
2051. If mail, please write to: U.S. Department of State; Office of
Global Information Systems, A/GIS; Room 1417, 2201 C St. NW;
Washington, DC 20520. If email, please address the email to the Senior
Agency Official for Privacy, Eric F. Stein, at <a href="/cdn-cgi/l/email-protection#60301209160103192013140114054e070f16"><span class="__cf_email__" data-cfemail="4d1d3f243b2c2e340d3e392c3928632a223b">[email protected]</span></a>.
Please write ``Integrated Logistics Management Records, State-70'' on
the envelope or the subject line of your email.
FOR FURTHER INFORMATION CONTACT: Eric F. Stein, Senior Agency Official
for Privacy; U.S. Department of State; Office of Global Information
Services, A/GIS; Room 1417, 2201 C St. NW; Washington, DC 20520 or by
calling on (202) 485-2051.
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: Summary, Dates,
Addresses, For Further Information Contact, Supplementary Information,
System Name and Number, System Location(s), Categories of Individuals
Covered by the System, Categories of Records in the System, Routine
Uses of Records Maintained in the System, 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. This notice is
being modified to reflect the Department's move to the cloud, new OMB
guidance, the use of contractors, new routine uses, updated contact
information, and a notice publication history. The Categories of
Individuals Covered by the System section has been expanded to include
individuals applying for or receiving Federal assistance. The
Categories of Records section has been expanded to account for
additional records stored within Integrated Logistics Management
Records to include Federal assistance applications and Federal
assistance awards, personal service contract payment information, and
documentation necessary to process invoices and claims for payment.
SYSTEM NAME AND NUMBER:
Integrated Logistics Management Records, State-70.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION(S):
(a) Department of State domestic data centers located within the
U.S., with local infrastructure placed overseas at U.S. Embassies, U.S.
Consulates General, and U.S. Consulates; and U.S. Missions, (b) within
a government cloud platform provided by the Department's Enterprise
Server Operations Center (ESOC), 2201 C Street NW, Washington, DC
20520.
SYSTEM MANAGER(S):
Managing Director, Program Management and Policy (A/LM/PMP);
Department of State; 1800 N Kent Street; Arlington, VA 22209, reachable
at A/LM Front Office, <a href="/cdn-cgi/l/email-protection#09482445444f7b66677d466f6f606a6c487a7a607a7d68677d7a497a7d687d6c276e667f"><span class="__cf_email__" data-cfemail="46076b0a0b00342928320920202f25230735352f35322728323506353227322368212930">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
22 U.S.C. 4081, Travel and Related Expenses; 22 U.S.C. 5724, Travel
and Transportation Expenses of Employees Transferred; 5 U.S.C. 301,
302, Management of the Department of State; 22 U.S.C. 2581, General
Authority; 22 U.S.C. 2651a, Organization of the Department of State; 22
U.S.C. 2677, Availability of Funds for the Department of State; 22
U.S.C. 3921, Management of the Foreign Service; 22 U.S.C. 3927,
Responsibility of Chief of Mission; E.O. 9397 (Numbering System for
Federal Accounts Relating to Individual Persons); E.O. 9830 (as
amended) (Amending the Civil Service Rules and Providing for Federal
Personnel Administration); and E.O. 12107 (as amended) (Relating to the
Civil Service Commission and Labor-Management in the Federal Service);
22 U.S.C. Chapter 52 Foreign Service; 31 U.S.C. 901-903 Agency Chief
Financial Officers; Federal Financial Management Improvement Act of
1996.
[[Page 3884]]
PURPOSE(S) OF THE SYSTEM:
The information contained in this system of records is collected
and maintained by the Office of Logistics Management, Office of Program
Management and Policy (A/LM/PMP) in the administration of its
responsibility for providing worldwide logistics services and
integrated support. The information collected and maintained in this
system of records is necessary to: (1) Ensure fiscal accountability in
issuing federal assistance, (2) coordinate the logistics of
transporting the household effects of Department of State and other
Embassy employees, and contracting services, (3) allow customers to
submit and track requests for services, (4) allow service providers to
fulfill and track customer requests, and (5) to fulfill ICASS.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former Civil Service (CS) and Foreign Service (FS)
employees of the Department of State (DOS) including members of the
Senior Executive Service, Presidential appointees, employees under
full-time, part-time, intermittent, temporary, and limited
appointments; anyone serving in an advisory capacity (compensated and
uncompensated); other agency employees on detail to the Department or
stationed at U.S. Missions abroad who use DOS transportation services;
former Foreign Service Reserve Officers; Presidential Management
Interns, Foreign Affairs Fellowship Program Fellows, student interns
and other student summer hires, Stay-in-School student employees,
Cooperative Education Program participants, members of the public
applying for or receiving Federal assistance; and eligible CS or FS
family members. 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:
The system contains records about individuals related to
procurement, property, logistics management, and Federal Assistance
Awards. Specific types of records include:
(a) Travel Authorizations (TAs) which contain name, date of birth,
address, email, phone, and the last four digits of the Social Security
number (SSN).
(b) Federal Assistance Applications and Federal Assistance Awards,
which may include contact information including, but not limited to,
applicant or recipient's name, address, telephone number, email
address, and tax identification number.
(c) Personal Service Contract payment information, which may
include recipient's name, email address, and tax identification number.
(d) Documentation necessary to process invoices and claims for
payment, including employee information for reimbursement.
(e) Information necessary to fill out service requests (e.g.,
office services, technology support, travel and transportation, leasing
property and maintenance services, human resources, and security),
which may contain business address, personal address, passport number,
clearance, citizenship, and last 4 digits of SSN, scans of government-
issued IDs (which may include driver's licenses or passport).
RECORD SOURCE CATEGORIES:
These records contain information obtained primarily from the
individual who is the subject of these records.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
The information in Integrated Logistics Management Records may be
disclosed to the following:
(a.) 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 in
connection with the Department of State efforts to respond to the
suspected or confirmed breach or to prevent, minimize, or remedy such
harm.
(b.) 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.
(c.) Anyone who is under contract to the Department of State to
fulfill an agency function but only to the extent necessary to fulfill
that function.
(d.) Service providers to fulfill ICASS services at post or
logistics service requests domestically. Service providers may include
Department of State employees, locally employed staff at post, private
service vendors, or external banks holding the contract to administer
the Department's purchase card program.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are stored in electronic format. A description of standard
Department of State policies concerning storage of electronic records
is found at <a href="https://fam.state.gov/FAM/05FAM/05FAM0440.html">https://fam.state.gov/FAM/05FAM/05FAM0440.html</a>.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
By individual name, address, telephone number, or email address.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records are retired and destroyed in accordance with published
Department of State Records Disposition Schedules as approved by the
National Archives and Records Administration (NARA) and outlined at
<a href="https://foia.state.gov/Learn/RecordsDisposition.aspx">https://foia.state.gov/Learn/RecordsDisposition.aspx</a>. The range of
disposition for records maintained in the system is one to six years.
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; 2201 C Street NW, Room B-266;
Washington, DC 20520.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
All Department of State network users are given cyber security
awareness training which covers the procedures for handling Sensitive
but Unclassified (SBU) information, including personally identifiable
information (PII). Annual refresher training is mandatory. In addition,
all Department OpenNet network users 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 Integrated Logistics
Management Records, a user must first be granted access to the
Department of State computer network.
Department of State employees and contractors may remotely access
this system of records using non-Department owned information
technology. Such access is subject to approval by the Department's
mobile and remote access program and is limited to information
[[Page 3885]]
maintained in unclassified information systems. Remote access to the
Department's information systems is configured in compliance with OMB
Circular A-130 multifactor authentication requirements and includes a
time-out function.
All Department of State employees and contractors with authorized
access to records maintained in this system of records have undergone a
thorough background security 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
identification card or individuals under proper escort. 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.
The safeguards in the following paragraphs apply only to records
that are maintained in government-certified 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.
Information that conforms with Department-specific definitions for
Federal Information Security Modernization Act (FISMA) low, moderate,
or high categorization are permissible for cloud usage and must
specifically be authorized by the Department's Cloud Program Management
Office and the Department of State Authorizing Official. Specific
security measures and safeguards will depend on the FISMA
categorization of the information in a given cloud system. In
accordance with Department policy, systems that process more sensitive
information will require more stringent controls and review by
Department cybersecurity experts prior to approval. Prior to operation,
all Cloud systems must comply with applicable security measures that
are outlined in FISMA, FedRAMP, OMB regulations, National Institute of
Standards and Technology's (NIST) Special Publications (SP) and Federal
Information Processing Standards (FIPS) and Department of State
policies and standards.
All data stored in cloud environments categorized above a low FISMA
impact risk level must be encrypted at rest and in-transit using a
federally-approved encryption mechanism. The encryption keys shall be
generated, maintained, and controlled in a Department data center by
the Department key management authority. Deviations from these
encryption requirements must be approved in writing by the Department
of State Authorizing Official. High FISMA impact risk level systems
will additionally be subject to continual auditing and monitoring,
multifactor authentication mechanism utilizing Public Key
Infrastructure (PKI) and NIST 800 53 controls concerning
virtualization, servers, storage and networking, as well as stringent
measures to sanitize data from the cloud service once the contract is
terminated.
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; 2201 C Street
NW, Room B-266; Washington, DC 20520. The individual must specify that
he or she wishes the Integrated Logistics Management 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 individual cause to believe that the Integrated Logistics
Management Records include records pertaining to the individual.
Detailed instructions on Department of State procedures for accessing
and amending records can be found on the Department's FOIA website at
<a href="https://foia.state.gov/Request/Guide.aspx">https://foia.state.gov/Request/Guide.aspx</a>.
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; 2201 C Street NW, Room B-266; Washington, DC
20520.
NOTIFICATION PROCEDURES:
Individuals who have reason to believe that this system of records
may contain information pertaining to them may write to U.S. Department
of State; Director, Office of Information Programs and Services; A/GIS/
IPS; 2201 C Street NW, Room B-266; Washington, DC 20520. The individual
must specify that he/she wishes the Integrated Logistics Management
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 individual cause to believe that the Integrated Logistics
Management Records include records pertaining to the individual.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Previously published at 71 FR 8884.
Eric F. Stein,
Deputy Assistant Secretary, Bureau of Administration, Global
Information Services, U.S. Department of State.
[FR Doc. 2022-01346 Filed 1-24-22; 8:45 am]
BILLING CODE 4710-24-P
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</html>Indexed from Federal Register on January 25, 2022.
This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.