System of Records Notices

Effective Date: February 11, 2004

COMMERCE/ITA-7

SYSTEM NAME:

Export.gov Community Registration.

SECURITY CLASSIFICATION:

None.

SYSTEM LOCATIONS:

System will be housed and hosted in the International Trade Administration, Room 1842 1401 Constitution Avenue, NW., Washington, DC 20230.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

U.S. exporting companies and/or individuals involved in an ongoing exporting concern, U.S. private citizens, students and/or researchers.

CATEGORIES OF RECORDS IN THE SYSTEM:

Company name, contact person's name, contact person's title, company address, company telephone number, company Web address, U.S. or non-U.S. organization, e-mail address, login name and password, fax number, company type, number of employees, product/service description, estimated annual sales, industry, the country(ies) of interest, yes/no option to be contacted with more information, and similar identifying information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

15 U.S.C. 1512.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND PURPOSES OF SUCH USES:

(1) A record from this system of records may be disclosed to the Trade Promotion Coordination Committee (TPCC) partner agencies trade professionals.

(2) In the event that a system of records maintained by the Department to carry out its functions indicates a violation or potential violation of law or contract, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute or contract, or rule, regulation, or order issued pursuant thereto, or the necessity to protect an interest of the Department, the relevant records in the system of records may be referred to the appropriate agency, whether Federal, State, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute or contract, or rule, regulation or order issued pursuant thereto, or protecting the interest of the Department.

(3) A record from this system of records may be disclosed in the course of presenting evidence to a court, magistrate or administrative tribunal, including disclosures to opposing counsel in the course of settlement negotiations.

(4) A record in this system of records may be disclosed to a Member of Congress submitting a request involving an individual when the individual has requested assistance from the Member with respect to the subject matter of the record.

(5) A record in this system of records may be disclosed to the Department of Justice in connection with determining whether disclosure thereof is required by the Freedom of Information Act (5 U.S.C. 552).

(6) A record in this system of records may be disclosed to a contractor of the Department having need for the information in the performance of the contract, but not operating a system of records within the meaning of 5 U.S.C. 552a(m).

(7) A record from this system of records may be disclosed to the Administrator, General Services, or his designee, during an inspection of records conducted by GSA as part of that agency's responsibility to recommend improvements in records management practices and programs, under authority of 44 U.S.C. 2904 and 2906. Such disclosure shall be made in accordance with the GSA regulations governing inspection of records for this purpose, and any other relevant (i.e. GSA or Commerce) directive. Such disclosure shall not be used to make determinations about individuals.

A record in this system of records may be disclosed to appropriate agencies, entities and persons when: (1) it is suspected or determined that the security or confidentiality of information in the system of records has been compromised; (2) the Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or whether systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Department’s efforts to respond to the suspected or confirmed compromise and to prevent, minimize, or remedy such harm. 72 FR 45009

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Records are maintained in computer processible storage media, such as computer hard drives, magnetic disc, tape, in file folders, and on paper lists and forms.

RETRIEVABILITY:

Records are submitted to the system by registrants to Export.gov. Each registrant chooses a unique username and password that enables the registrant to retrieve and edit their record only. Registrant records are transferred (or retrieved) from the central database by participating Federal Trade Promotion Coordinating Committee Agencies (TPCC) via Simple Object Access Protocol (SOAP). The security of the data transmissions between agencies are protected through the use of an encryption key shared between the International Trade Administration and its partner agency(ies).

SAFEGUARDS:

Records and servers are located in a locked, climate controlled server room within the Department of Commerce. Access to this room and server is limited to those whose official duties require access.

RETENTION AND DISPOSAL:

All records shall be retained and disposed of in accordance with National Archives and Records Administration regulations (36 CFR Subchapter B—Records Retention); Departmental directives and comprehensive records schedules.

SYSTEM MANAGER(S) AND ADDRESS:

Same as listed under System Location.

NOTIFICATION PROCEDURE:

Information may be obtained from: Chief Information Office, International Trade Administration, U.S. Department of Commerce, 1401 Constitution Avenue, NW., Room 4800, Washington, DC 20230.

RECORD ACCESS PROCEDURES:

Requests from individuals should be addressed to the same address as stated in the Notification section above.

CONTESTING RECORD PROCEDURES:

The Department's rules for access, for contesting contents, and appealing initial determinations by the individual concerned appear in 15 CFR part 4b. Use address contained in the notification section.

RECORD SOURCE CATEGORIES:

Information in this system is provided by the individual on whom the record is maintained.

SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:

None.

FEDERAL REGISTER HISTORY:
69 FR 66401 February 11, 2004 Effective Date Notice
68 FR 70224 December 17, 2003 Notice of Proposed New Privacy Act System of Records

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