Notice2023-10532
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 17, 2023
Issuing agencies
State Department
Abstract
The information collected and maintained in the Cryptographic Clearance Records system is used by the Bureau of Information Resource Management in the Department of State to determine an employee's eligibility for cryptographic clearance and to protect cryptographic duties and sensitive information from unauthorized disclosure.
Full Text
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<title>Federal Register, Volume 88 Issue 95 (Wednesday, May 17, 2023)</title>
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[Federal Register Volume 88, Number 95 (Wednesday, May 17, 2023)]
[Notices]
[Pages 31575-31577]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-10532]
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DEPARTMENT OF STATE
[Public Notice: 12013]
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 collected and maintained in the Cryptographic
Clearance Records system is used by the Bureau of Information Resource
Management in the Department of State to determine an employee's
eligibility for cryptographic clearance and to protect cryptographic
duties and sensitive information from unauthorized disclosure.
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 (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 16, 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#ebbb99829d8a8892ab989f8a9f8ec58c849d"><span class="__cf_email__" data-cfemail="4717352e3126243e07343326332269202831">[email protected]</span></a>.
Please write ``Cryptographic Clearance Records, State-07'' 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: 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 Location(s), Categories of Records in the System, Policies and
Procedures for Retrieval of Records, 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: Record
Access Procedures, Notification Procedures, and History. This notice is
being modified to reflect new OMB guidance, new routine uses and
categories of records, updated contact information, and a notice
publication history.
SYSTEM NAME AND NUMBER:
Cryptographic Clearance Records, State-07.
[[Page 31576]]
SECURITY CLASSIFICATION:
Unclassified and Classified.
SYSTEM LOCATION:
Department of State, ESOC West, Building 17, 1 Denver Federal
Center, Denver, Colorado 80225.
SYSTEM MANAGER(S):
Chief, Cryptographic Services Branch, Systems Integrity Division,
Bureau of Information Resource Management, SA-07B, 7958 Angus Ct.,
Springfield, VA 22153. The system manager can be reached on
<a href="/cdn-cgi/l/email-protection#6300111a13170c02000006101013040e2310170217064d040c15"><span class="__cf_email__" data-cfemail="0d6e7f747d79626c6e6e687e7e7d6a604d7e796c7968236a627b">[email protected]</span></a>.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
<bullet> 22 U.S.C. 4802 (Diplomatic Security) (Responsibility of
Secretary of State);
<bullet> 5 U.S.C. 301 (Management of Executive Agencies);
<bullet> 5 U.S.C. chapter 73 (Suitability, Security, and Conduct);
<bullet> Executive Order 13526 (Classified National Security
Information);
<bullet> CNSS Policy No. 3, dated October 2007 (National Policy on
Granting Access to U.S. Classified Cryptographic Information);
<bullet> Executive Order 12968, as amended (Access to Classified
Information);
<bullet> Executive Order 13467, as amended (Reforming Processes
Related to Suitability for Government Employment, Fitness, for
Contractor Employees, and Eligibility for Access to Classified National
Security Information); and
<bullet> Security Executive Agent Directive 4 (National Security
Adjudicative Guidelines).
PURPOSE(S) OF THE SYSTEM:
The information collected and maintained in the Cryptographic
Clearance Records system is used by the Bureau of Information Resource
Management in the Department of State to determine an employee's
eligibility for cryptographic clearance and to protect cryptographic
duties and sensitive information from unauthorized disclosure.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All current Civil Service and Foreign Service direct hire employees
of the Department of State and Agency for International Development who
have applied for cryptographic clearances as well as those who have
already received cryptographic clearance. 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:
This system contains employee name, last four digits of social
security number (SSN), date of birth (DOB), Foreign Service (FS) HR ID
number, FS skill code, position held by an employee, correspondence
from the Bureau of Diplomatic Security concerning an individual's
clearance, and date the clearance was granted or denied.
RECORD SOURCE CATEGORIES:
These records contain information obtained from the individual who
is the subject of these records and Cryptographic Services Branch
personnel.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
The information in Cryptographic Clearance Records system 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.
The Department of State periodically publishes in the Federal
Register its standard routine uses that apply to all of its Privacy Act
systems of records. These notices appear in the form of a Prefatory
Statement (published in Volume 73, Number 136, Public Notice 6290, on
July 8 15, 2008). All these standard routine uses apply to
Cryptographic Clearance Records, State-07.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are stored in hard copy and magnetic computer media. A
description of standard Department of State policies concerning storage
of electronic records is found here <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:
Records are retrieved by individual name, last four digits of SSN,
DOB, and Foreign Service (FS) HR ID number.
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 here
<a href="https://foia.state.gov/Learn/RecordsDisposition.aspx">https://foia.state.gov/Learn/RecordsDisposition.aspx</a>. The retention
period for records maintained in the system is twenty 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 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 Cryptographic Clearance Records, a user must first be
granted access to the Department of State computer system.
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.
[[Page 31577]]
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 Cryptographic Clearance 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 Cryptographic Clearance Records include records pertaining to
him or her. 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 Cryptographic Clearance 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 Cryptographic Clearance
Records system include records pertaining to him or her.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Previously published in the Federal Register on August 27, 2010 in
Volume 75, Number 166, Public Notice 7132.
Eric F. Stein,
Deputy Assistant Secretary, Global Information Services (A/GIS), U.S.
Department of State.
[FR Doc. 2023-10532 Filed 5-16-23; 8:45 am]
BILLING CODE 4710-AD-P
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</html>Indexed from Federal Register on May 17, 2023.
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