Notice2023-09813
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
May 9, 2023
Issuing agencies
State Department
Abstract
The information contained within Foreign Service Institute (FSI or the "Institute") systems is used to provide the Institute's student information and training delivery management services to support the staff and students, and to facilitate billing services.
Full Text
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<title>Federal Register, Volume 88 Issue 89 (Tuesday, May 9, 2023)</title>
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[Federal Register Volume 88, Number 89 (Tuesday, May 9, 2023)]
[Notices]
[Pages 29960-29962]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-09813]
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DEPARTMENT OF STATE
[Public Notice: 12067]
Privacy Act of 1974; System of Records
AGENCY: Department of State.
ACTION: Notice of a modified system of records.
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SUMMARY: The information contained within Foreign Service Institute
(FSI or the ``Institute'') systems is used to provide the Institute's
student information and training delivery management services to
support the staff and students, and to facilitate billing services.
DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this system of
records notice is effective upon publication, except for routine uses
(a) and (b) that are subject to a 30-day period during which interested
persons may submit comments to the Department. Please submit any
comments by June 8, 2023.
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 4534, 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#7727051e0116140e37040316031259101801"><span class="__cf_email__" data-cfemail="b0e0c2d9c6d1d3c9f0c3c4d1c4d59ed7dfc6">[email protected]</span></a>.
Please write ``Foreign Service Institute Records, State-14'' 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 4534, 2201 C St. NW, Washington, DC 20520 or by
calling (202) 485-2051.
SUPPLEMENTARY INFORMATION: This notice is being modified to reflect
updated training delivery management services, the Department's move to
cloud storage, new OMB guidance, access by contractors, and updated
contact information. Specifically, the modified system of records
notice includes substantive revisions and additions to the following
sections: Summary, Dates, Supplementary Information, System Location,
Purpose(s) of the Systems, Categories of Records in the Systems, Record
Source Categories, Policies and Practices for Storage of Records,
Policies and Practices for Retention and Disposal of Records, Policies
and Practices for Retrieval of Records, Safeguards, Record
[[Page 29961]]
Access Procedure, and History. It also includes minor administrative
updates in the following sections: Addresses, For Further Information
Contact, Categories of Individuals, Routine Uses, and Systems Manager.
SYSTEM NAME AND NUMBER:
Foreign Service Institute Records, State-14.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
The George P. Shultz National Foreign Service Institute, 4000
Arlington Boulevard, Arlington, VA. Some records may be stored within
U.S government authorized cloud-based systems that are FedRAMP
certified and overseen by the Department's IRM Enterprise Server
Operations Center (ESOC), 2201 C Street NW, Washington, DC 20520.
SYSTEMS MANAGER(S):
Executive Director for Management, Foreign Service Institute, SA-
42, Room F-2128, 4000 Arlington Blvd., Arlington, VA 22204,
<a href="/cdn-cgi/l/email-protection#d49b999d87a3bba6bf94a7a0b5a0b1fab3bba2"><span class="__cf_email__" data-cfemail="9dd2d0d4ceeaf2eff6ddeee9fce9f8b3faf2eb">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEMS:
5 U.S.C. 301 (Management of Executive Agencies); 22 U.S.C. 4021-
4029 (chapter 7 of the Foreign Service Act of 1980).
PURPOSE(S) OF THE SYSTEM:
The information contained within Foreign Service Institute (FSI)
systems is used to provide the Institute's student information and
training delivery management services, to support the staff and
students, and for billing services.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons who requested and/or received training from the Foreign
Service Institute, took a language proficiency test given by the
Foreign Service Institute, or received external training (including at
colleges and universities) sponsored or approved by the Institute
including, but not limited to: (1) employees (and eligible family
members thereof) of the Department of State; (2) employees (and
eligible family members thereof) of other federal agencies; (3) members
(and eligible family members thereof) of the U.S. military; (4)
citizens or nationals of the United States, or employees of any
corporation, company, partnership, association or other legal entity
that is 50 percent or more beneficially owned by citizens or nationals
of the United States, that is engaged in business abroad, as well as
immediate family members of such individuals; (5) citizens or nationals
of the United States, or employees of any corporation, company,
partnership, association or other legal entity that is 50 percent or
more beneficially owned by citizens or nationals of the United States,
under contract to provide services to the United States Government or
any employee thereof that is performing such services; and (6)
applicants for employment at the Department of State. 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:
Training request forms and supporting documentation; progress
reports; evaluation reports; course grades and/or test scores; general
correspondence; biographic information; educational and employment
history; security clearance data; travel vouchers; fiscal, i.e.,
payment or billing, information.
RECORD SOURCE CATEGORIES:
These records contain information that is primarily obtained from
the individual who is the subject of the record.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Foreign Service Institute Records may be disclosed:
To 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.
(a.) To 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.
(b.) To other federal agencies that send students to the Institute
for training.
(c.) To non-federal organizations that send students to the
Institute for training.
(d.) To universities to which the Institute sends students for
training.
(e.) To other training vendors to which the Institute sends
students for training.
The Department of State periodically publishes in the Federal
Register its standard routine uses that apply to all its Privacy Act
systems of records. These notices as stated below appear in the form of
a Prefatory Statement (published in Volume 73, Number 136, Public
Notice 6290, on July 15, 2008). All these standard routine uses apply
to Foreign Service Institute Records, State-14.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are stored both in hard copy and on electronic media. 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>. All hard copies of records containing personal
information are maintained in secured file cabinets in restricted
areas, access to which is limited to authorized personnel only.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records may be retrieved by individual name, the last four digits
of Social Security Number, or other unique identifiers.
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>. Digital records
in FSI systems that are no longer active are updated with an inactive
flag. They remain for 60 years after the inactive status is set. FSI
follows the Department of State's e-Records disposition schedule when
records are 100 years old. 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.
[[Page 29962]]
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 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 Foreign Service Institute Records, a user must
first be granted access to the Department of State computer system.
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
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 Foreign Service Institute 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 Foreign Service Institute 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 Foreign Service Institute 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 Foreign Service Institute of
Records include records pertaining to the individual.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a (k)(6) records in this system of records
may be exempted from 5 U.S.C. 552a(c)(3), (d), (e)(l), (e)(4)(G), (H)
and (I) and (f).
HISTORY:
Previously published at 71 FR 8882 (February 21, 2006).
Eric F. Stein,
Deputy Assistant Secretary, Global Information Services (A/GIS),
Department of State.
[FR Doc. 2023-09813 Filed 5-8-23; 8:45 am]
BILLING CODE 4710-34-P
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</html>Indexed from Federal Register on May 9, 2023.
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.