Notice2022-10088
Privacy Act of 1974; System of Records
Primary source
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Published
May 11, 2022
Issuing agencies
Agency for International Development
Abstract
The United States Agency for International Development (USAID) publishes this notice of a modified system of records entitled the "Congressional Relations and Correspondence Records," formerly named the "Congressional Relations, Inquiries and Travel Records," and this rescindment of a system of records notice entitled "Public Information Records." The modified system of records replaces the system of records entitled "Public Information Records." USAID proposes the rescission to eliminate the duplicative reporting. The records contained in the Public Information Records will be covered by the modified "Congressional Relations and Correspondence Records" and the USAID SORN entitled, "Freedom of Information Act, Privacy Act, and Mandatory Declassification Review Requests Records."
Full Text
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<title>Federal Register, Volume 87 Issue 91 (Wednesday, May 11, 2022)</title>
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[Federal Register Volume 87, Number 91 (Wednesday, May 11, 2022)]
[Notices]
[Pages 28786-28788]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-10088]
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Notices
Federal Register
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This section of the FEDERAL REGISTER contains documents other than rules
or proposed rules that are applicable to the public. Notices of hearings
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Federal Register / Vol. 87, No. 91 / Wednesday, May 11, 2022 /
Notices
[[Page 28786]]
AGENCY FOR INTERNATIONAL DEVELOPMENT
Privacy Act of 1974; System of Records
AGENCY: Agency for International Development (USAID).
ACTION: Notice of modified Privacy Act system of records.
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SUMMARY: The United States Agency for International Development (USAID)
publishes this notice of a modified system of records entitled the
``Congressional Relations and Correspondence Records,'' formerly named
the ``Congressional Relations, Inquiries and Travel Records,'' and this
rescindment of a system of records notice entitled ``Public Information
Records.'' The modified system of records replaces the system of
records entitled ``Public Information Records.'' USAID proposes the
rescission to eliminate the duplicative reporting. The records
contained in the Public Information Records will be covered by the
modified ``Congressional Relations and Correspondence Records'' and the
USAID SORN entitled, ``Freedom of Information Act, Privacy Act, and
Mandatory Declassification Review Requests Records.''
DATES: Submit comments on or before 10 June 2022. This modified system
of records will be effective 10 June 2022 upon publication. The Routine
Uses are effective at the close of the comment period.
ADDRESSES: You may submit comments:
Electronic
<bullet> Federal eRulemaking Portal: <a href="http://www.regulations.gov">http://www.regulations.gov</a>.
Follow the instructions on the website for submitting comments.
<bullet> Email: <a href="/cdn-cgi/l/email-protection#3f6f4d56495e5c467f4a4c5e565b11585049"><span class="__cf_email__" data-cfemail="1444667d6275776d546167757d703a737b62">[email protected]</span></a>.
Paper
<bullet> Fax: 202-916-4946.
<bullet> Mail: Chief Privacy Officer, United States Agency for
International Development, 1300 Pennsylvania Avenue NW, Washington, DC
20523.
FOR FURTHER INFORMATION CONTACT: Ms. Celida A. Malone, USAID Privacy
Program at United States Agency for International Development, Bureau
for Management, Office of the Chief Information Officer, Information
Assurance Division: ATTN: USAID Privacy Program, 1300 Pennsylvania
Avenue NW, Washington, DC 20523, or by phone number at 202-916-4605.
SUPPLEMENTARY INFORMATION: USAID is publishing a notice of a modified
system of records to document the records collected and maintained
concerning Congressional inquiries. The proposed modification to the
system of records makes the following substantive changes to align the
notice with the SORN publication standards required by OMB A-108,
including:
[cir] Security Classification
[cir] System Manager
[cir] Administrative, technical, and physical safeguards
[cir] Record Access Procedures
[cir] Contesting Records Procedures
[cir] Notification Procedures
[cir] SORN Publication History
The notice also provides updated information for the System of
Records Manager and the Address for the System Location.
SYSTEM NAME AND NUMBER:
USAID-22, Congressional Relations and Correspondence Records.
SECURITY CLASSIFICATION:
Sensitive But Unclassified.
SYSTEM LOCATION:
1300 Pennsylvania Avenue NW, Washington, DC 20523.
SYSTEM MANAGER:
Deputy Executive Secretary, United States Agency for International
Development, Ronald Reagan Building, 1300 Pennsylvania Avenue NW,
Washington, DC 20523.
Email: <a href="/cdn-cgi/l/email-protection#c4a1a7a5b6b684b1b7a5ada0eaa3abb2"><span class="__cf_email__" data-cfemail="3154525043437144425058551f565e47">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Foreign Assistance Act of 1961 as amended, especially Section
634(b); 5 U.S.C. 301; 44 U.S.C. Chapters 31 and 33.
PURPOSE OF THE SYSTEM:
The information in this system of records is collected and
maintained by the Bureau of Legislative Affairs to fulfill its
responsibility to the Congress in tracking Members' correspondence and
providing appropriate responses.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Members of Congress and their constituents who request
Congressional assistance in obtaining information or services from the
United States Agency for International Development.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains correspondence. Records may contain the
following information:
<bullet> Biographical information about the member of Congress and
their professional staff members.
<bullet> Memoranda.
<bullet> Email messages between Members of Congress, Congressional
Committees, and USAID pertaining to Congressional and constituents'
requests for information or services from the Agency.
<bullet> Constituent Information: name, address and other personal
information contained in the inquiry received by USAID.
RECORD SOURCE CATEGORIES:
Information contained in this system is obtained from Members of
Congress, their staff, and individuals on whose behalf there have been
Congressional inquiries; USAID employees; Congressional Directory;
Congressional Quarterly; Congressional Record; newspapers, magazines,
and other public media.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b), all or a portion of the records contained in this system of
records may be disclosed outside USAID as a routine use pursuant to 5
U.S.C. 552a(b)(3) as follows:
(a) To respond to requests from Congress, Congressional Committees,
or constituents of Members of Congress for information or services from
USAID.
(b) To provide USAID principals with information regarding trends
or particular interests of Members of Congress or their constituents.
[[Page 28787]]
(c) To any person or entity to the extent necessary to prevent an
imminent crime which directly threatens loss of life or serious bodily
injury.
(d) To other Federal, State, or local government agencies for
appropriate action when the matter complained of or inquired about
comes within the jurisdiction of such agency.
(e) To contractors and their agents, grantees, experts,
consultants, and others performing or working on a contract, service,
grant, cooperative agreement, or other assignment for USAID, when
necessary to accomplish an agency function related to this system of
records. Individuals provided information under this routine use are
subject to the same Privacy Act requirements and limitations on
disclosure as are applicable to USAID officers and employees.
(f) To Medical or Emergency Response Personnel to the extent
necessary to meet a bona fide medical emergency.
(g) To a court, magistrate, or other administrative body in the
course of presenting evidence, including disclosures to counsel or
witnesses in the course of civil discovery, litigation, or settlement
negotiations or in connection with criminal or administrative
proceedings, when the USAID is a party to the proceeding or has a
significant interest in the proceeding, to the extent that the
information is determined to be relevant and necessary.
(h) To appropriate agencies, entities, and persons when: (1) USAID
suspects or has confirmed that there has been a breach of the system of
records; (2) USAID has determined that as a result of the suspected or
confirmed breach, there is a risk of harm to individuals (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 USAID's efforts to respond to the suspected or confirmed breach or
to prevent, minimize, or remedy such harm.
(i) To another federal agency or federal entity, when USAID
determines that the information from the 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, that might
result from a suspected or confirmed breach.
(j) To the National Archives and Records Administration (NARA), for
the purposes of records-management inspections conducted under the
authority of Sections 2904 and 2906 of Title 44 of the U.S.C. and in
its role as Archivist.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
USAID stores records in this system in electronic format and paper
format. Records in paper format are stored in file folders in locked
cabinets. Records in electronic format are kept in a user-authenticated
and password-protected computerized database system.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
USAID indexes and retrieves records by the name of the
Congressional member, Congressional staff, or the constituent subject
to the inquiry or by an identifying case number that is cross-indexed
to the Congressional member or committee.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
USAID follows NARA-approved records retention schedule. Records
that have met required retention periods will be disposed of in
accordance with NARA guidelines and USAID policy and procedures. Paper
records are shredded, and records maintained on internal electronic
information systems are electronically removed. USAID electronic
storage media that is no longer in service is purged in accordance with
National Institute of Standards and Technology guidelines for media
sanitization (NIST SP 800-88).
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Access to the records is limited to persons whose official duties
require access, such as individuals who prepare responses to
Congressional inquiries. Paper records in this system are maintained in
a building with restricted public access, patrolled by guards. Both
standard and electronic locks may be used to restrict access. Access to
USAID buildings where records are located is restricted by 24-hour
electronic identification.
For Paper Records: USAID secures records in lockable metal filing
cabinets within a locked room when not in use. Access to these records
is strictly limited to authorized USAID personnel.
For Electronic Records: USAID personnel store and password-protect
electronic records in a user-authenticated, USAID-issued computer and/
or a USAID-approved, computerized database system. These records are
maintained separately from other systems of records. Access to these
electronic records is strictly limited to authorized USAID personnel.
USAID contractors are also required to maintain all USAID records
with similar safeguards to ensure the security and confidentiality of
records and to protect against any anticipated threats or hazards to
their security or integrity which could result in substantial harm,
embarrassment, inconvenience, or unfairness to any individual on whom
information is maintained. All persons having access to these records
shall be trained in the proper handling of records covered by the
Privacy Act.
RECORD ACCESS PROCEDURES:
Under the Privacy Act, individuals may request access to records
about themselves. These individuals must be limited to citizens of the
United States or aliens lawfully admitted for permanent residence. If a
Federal Department or Agency or a person who is not the individual who
is the subject of the records, requests access to records about an
individual, the written consent of the individual who is the subject of
the records is required.
Individuals seeking access to information about themselves
contained in this system of records should address inquiries to the
Bureau for Management, Office of Management Services, Information and
Records Division (M/MS/IRD), USAID Annex--Room 2.4.0C, 1300
Pennsylvania Avenue NW, Washington, DC 20523. The requester may
complete and sign a USAID Form 507-1, Certification of Identity Form or
submit signed, written requests that should include the individual's
full name, current address, telephone number and this System of Records
Notice number. In addition, the requester must provide either a
notarized statement or an unsworn declaration made in accordance with
28 U.S.C. 1746, in the following format:
If executed outside the United States: ``I declare (or certify,
verify, or state) under penalty of perjury under the laws of the United
States of America that the foregoing is true and correct. Executed on
(date). (Signature).''
If executed within the United States, its territories, possessions,
or commonwealths: ``I declare (or certify, verify, or state) under
penalty of perjury that the foregoing is true and correct. Executed on
(date). (Signature).''
CONTESTING RECORD PROCEDURES:
See section above, Record Access Procedures. Individuals may also
contact the appropriate Congressional
[[Page 28788]]
Correspondence System of Records Manager at <a href="/cdn-cgi/l/email-protection#573234362525172224363e3379303821"><span class="__cf_email__" data-cfemail="8aefe9ebf8f8cafff9ebe3eea4ede5fc">[email protected]</span></a> to: (i)
Request access, contest, or amend a notification of records; and (ii)
to determine the location of particular records created by contractors
on behalf of USAID or maintained by contractors at the contractor's
location.
NOTIFICATION PROCEDURES:
See section above, Record Access Procedures.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
42 FR 47384.
Celida Ann Malone,
Government Privacy Task Lead.
[FR Doc. 2022-10088 Filed 5-10-22; 8:45 am]
BILLING CODE 6116-01-P
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