An admission late Thursday that three contract workers in the U.S. Department of Stateillegally accessed the passport records of Sen. Barack Obama (D-Ill.), has sparked a firestorm of controversy. While State Department officials characterized the incident as the result of “imprudent curiosity,” Obama’s campaign spokesman called the breach an “outrageous breach of security and privacy.” The breaches occurred Jan. 9, Feb. 12 and March 14, but were apparently not reported to higher-level State Department employees, who said they learned of the incidents just this week.
Just what sort of information did those contractors have access to? What records on Obama might they have seen? The State Department’s own description of its passport record system offer some clues, as well as an indication just how much data the government compiles on passport applicants. (Compare Data Leak Protection products)
What exactly is a passport record? A Passport Record typically consists of applications made by a person for a U.S. passport, together with supporting evidence of U.S. citizenship. The records include details such as date and place of birth, naturalization details, family status, occupation and physical characteristics. Passport records do not include evidence of travel such as exit and entrance stamps, visa or residence permits. Passport records are protected by the Privacy Act of 1974.
Where are passport records stored? The records are maintained in a classified passport records system located at the Department of State’s Passport Services annex in Washington D.C.
What individuals and records are covered by the system? The passport records system stores information on people who have applied for or have been issued a passport or who asked for an amendment to or renewal of a passport. It contains information on individuals whose passports have been denied, revoked or limited in some way, as well as data on individuals born outside of the country to U.S. citizens, or those who have applied for registration or were registered at U.S diplomatic or consular posts abroad. In addition to those categories of records, the system includes certificates of loss of U.S. nationality and records of death of American citizens abroad.
What else is in the system? In addition to passport applications and the related material, the system stores investigative reports that might have been compiled in connection with granting or denying a passport, or in connection with any violation of passport criminal statutes. It also stores court documents and administrative determinations related to passports and citizenship, as well as copies of birth and baptismal certificates, medical, personal and financial reports and details on arrest warrants of the person applying for, extending or renewing a passport and a person’s Social Security number.
How is the information collected? From the passport applicant as well as law enforcement agencies, investigative and intelligence sources and officials of foreign governments. The records are stored in paper or electronic format.
How is all this information used? Apart from helping to determine citizenship and eligibility for a passport, the information can be used to determine Social Security benefits, employment applications, estate settlement and for federal and state law enforcement investigations. Records are retrieved using an individual’s name or passport number.
Who uses the system? The information in the passport records system is used not only by the Department of State but also by the Internal Revenue Service (IRS), foreign governments (for immigration purposes), federal, state or local authorities, attorneys representing a client in a passport case and, in some cases, members of Congress. In addition, an individual’s immediate family members can also ask for the information under the Privacy Act and the Freedom of Information Act.
How is the information protected? All records containing personal information at the Department of State are kept in secured file cabinets or in restricted areas to which only authorized personnel have access. All employees and contractors accessing the system must undergo a background check and have valid identification cards. Databases containing personal data are password protected and are the direct responsibility of the system manager or those reporting to him or her. Transaction logging capabilities allow a system manager to maintain an audit trail of all data access — thereby permitting ad hoc monitoring of computer usage. It was apparently just such a system that triggered an alert when Obama’s records were viewed.
