Privacy Act of 1974; Altered System of Records

DEPARTMENT OF STATE

[Public Notice 1939]

Privacy Act of 1974; Altered System of Records

Notice is hereby given that the Department of State proposes to

alter an existing system of records, STATE-51, pursuant to the

provisions of the Privacy Act of 1974, as amended (5 U.S.C. 552a(r))

and the Office of Management and Budget Circular No. A-130, Appendix I.

The Department's report was filed with the Office of Management and

Budget on January 14, 1994.

It is proposed that the current system ``Classification/

Declassification Center Part-Time Employee Records'' be renamed

``Office of Freedom of Information, Privacy and Classification Review

WAE Re-employed Annuitants and Contractor Records, STATE-51.'' Also

proposed are revisions and/or additions to the classification, the

categories of individuals and records covered by the system, authority

for maintenance, routine uses, retrievability, safeguards, retention

and disposal, system manager, notification procedure, record access and

amendment procedures, and record source categories. These changes to

the existing system description are proposed in order to reflect more

accurately the Office of Freedom of Information, Privacy and

Classification Review's enhanced record-keeping system and a

reorganization of its activities and operations. Any persons interested

in commenting on the altered system of records may do so by submitting

comments in writing to Margaret P. Grafeld, Chief, Privacy, Plans and

Appeals Division, Office of Freedom of Information, Privacy and

Classification Review, Room 1239, Department of State, 2201 C Street,

NW., Washington, DC 20520-1239. This system of records will be

effective forty days from the date of publication (March 9, 1994),

unless we receive comments which will result in a contrary

determination. The ``Office of Freedom of Information, Privacy and

Classification Review WAE Re-employed Annuitants and Contractor

Records, STATE-51,'' will read as set forth below.

Dated: January 14, 1994.

Patrick F. Kennedy,

Assistant Secretary for the Bureau of Administration.

STATE-51

Office of Freedom of Information, Privacy and Classification Review

WAE Re-employed Annuitants and Contractor Records.

Unclassified.

Department of State, 2201 C Street, NW, Washington, DC 20520-1239.

Retired Foreign Service and Civil Service officers and contract

employees who serve as re-employed annuitants or contractors, and those

eligible for such re-employment, but whose assignments/contracts are

pending with the Office of Freedom of Information, Privacy and

Classification Review.

Manual files, maintained by name of re-employed annuitant,

prospective employee or contractor, contain administrative information,

such as, full name, home address, home telephone number, bureau

endorsements, results of pre-employment panel meetings, annual work

schedule preferences, annual work schedules, Social Security Number,

date of birth, date and period of appointment, position title and

number, and salary at time of retirement.

Computer records, maintained primarily by name of the annuitant,

include information of area (bureau) specialties, agency from which

annuitant retired, approximate number of days that annuitant can work

each year, assignment by division, hours worked by pay period, hourly

pay rate, grade, and hours worked on special projects or in areas

outside of the assigned division.

Computer records are also maintained by Freedom of Information Act,

Privacy Act and Executive Order request case number which includes

information on specific cases assigned to annuitants showing case

number, type and size of case, and dates the case was assigned and

completed.

22 U.S.C. 2658 (Rules and Regulations; Promulgation by Secretary;

Delegation of Authority); 22 U.S.C. 3921 (Secretary of State).

Information in this system is used for scheduling the work of re-

employed annuitants and contractors, monitoring and controlling

expenditures, tracking and controlling cases, and for accountability

and payment of contractors. The information is used primarily by the

staff of the Office of Freedom of Information, Privacy and

Classification Review; however, some information concerning hours

worked and salary costs of annuitants is provided on a need-to-know

basis to support other offices when requested.

Also see ``Routine Uses'' paragraphs of Prefatory Statement

published in the Federal Register (42 FR 49699, September 27, 1977).

Hard copy, electronic media.

By individual name and Freedom of Information Act or Privacy Act

case number.

All employees and contractors of the Department of State have

undergone a thorough background security investigation. Access to the

Department and its annexes is controlled by security guards, and

admission is limited to those individuals possessing a valid

identification card or individuals under proper escort. All records

containing personal information are maintained in secured file cabinets

or in restricted areas, access to which is limited to authorized

personnel. The Office of Freedom of Information, Privacy and

Classification Review is located within a secure area of the

Department. 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 ad hoc montioring of computer usage.

Retention of records of re-employed annuitants, prospective

employees and contractors is indefinite because of a need to maintain a

record of work availability over an extended period of time. The record

is destroyed five years after the re-employed annuitant or contractor

who is the subject of the record is no longer employed or under

contract by the Office of Freedom of Information, Privacy and

Classification Review. More specific information may be obtained by

writing the Director, Office of Freedom of Information, Privacy, and

Classification Review, Room 1239, Department of State, 2201 C Street

NW, Washington, DC 20520-1239.

Director, Office of Freedom of Information, Privacy, and

Classification Review, Room 1239, Department of State, 2201 C Street

NW, Washington, DC 20520-1239.

Individuals who have reason to believe that the Office of Freedom

of Information, Privacy, and Classification Review might have records

pertaining to themselves should write to the Director, Office of

Freedom of Information, Privacy and Classification Review, Room 1239,

Department of State, 2201 C Street NW, Washington, DC 20520-1239. The

individual must specify that he/she wishes the Office of Freedom of

Information, Privacy and Classification Review WAE Re-employed

Annuitants and Contractor Records to be checked. At a minimum, the

individual must include: Name, date and place of birth, current mailing

address and zip code, and signature.

Individuals who wish to gain access to or amend records pertaining

to themselves should write to the Director, Office of Freedom of

Information, Privacy and Classification Review (address above).

The individual, Department of State Personnel Records and

Department officials who endorse the nomination of an annuitant.

None.

[FR Doc. 94-1917 Filed 1-27-94; 8:45 am]

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