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Privacy Act: [ NARA 4] National Archives Committees Files....


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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]





   #.NATIONAL ARCHIVES AND RECORDS ADMINISTRATION


   #..Privacy Act Notice of Systems

       NARA 1. Researcher Application Files.
       NARA 2. Reference Request Files.
       NARA 3. Donors of Historical Materials Files.
       NARA 4. National Archives Committees Files.
       NARA 5. Conference and Related Activities Files.
       NARA 6. Mailing List Files.
       NARA 7. Mandatory Review of Classified Documents Request Files 
   and Freedom of Information Act Request Files.
       NARA 8. Restricted and Classified Records Access Authorization 
   Files.
       NARA 9. Authors Files.
       NARA 10. Employee Drug Abuse/Alcoholism Files.
       NARA 11. Credentials, Passes, and Licenses.
       NARA 12. Emergency Notification Roster and Files.
       NARA 13. Defunct Agency Records.
       NARA 14. Payroll and Time and Attendance Reporting System.
       NARA 15. Editorial Freelance Vendor File.
       NARA 16. Library Circulation Files.
       NARA 17. Grievance Records.
       NARA 18. General Law Files.
       NARA 19. Workers Compensation Case Files.
       NARA 20. Reviewer/Consultant File.
       NARA 21. Fellowship and Editing Institute Files.
       NARA 22. Employee Related Files.
       NARA 23. Investigation Case Files.
       NARA 24. Personnel Security Files.

   #..NARA 1

   #....System name: 

       Researcher Application Files.
     System location: 
       Researcher application files are maintained in the following 
   locations in the Washington, DC, area and other geographical regions. 
   The addresses for these locations are listed in Appendix B following 
   the NARA Notices:
       (1) Customer Services Division (College Park, MD);
       (2) Presidential libraries and projects; and
       (3) regional records services facilities.
     Categories of individuals covered by the system: 
       Individuals covered by this system include persons who apply to 
   use original records for research in NARA facilities in the 
   Washington, DC, area, the Presidential libraries, and the regional 
   records services facilities.
     Categories of records in the system: 
       Researcher application files may include: Researcher 
   applications; related correspondence; and electronic records. These 
   files may contain the following information about an individual: 
   Name, address, telephone number, proposed research topic(s), 
   occupation, name and address of employer/institutional affiliation, 
   educational level and major field, expected result(s) of research, 
   photo, researcher card number, type of records used, and other 
   information furnished by the individual. Electronic systems may also 
   contain additional information related to the application process.
     Authority for maintenance of the system: 
       44 U.S.C. 2108, 2111 note, and 2203(f)(1).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       NARA maintains researcher application files on individuals to: 
   Register persons who apply to use original records for research at a 
   NARA facility; record initial research interests of researchers; 
   determine which records researchers may want to use; contact 
   researchers if additional information of research interest is found 
   or if problems with the requested records are discovered; and prepare 
   mailing lists for sending information on NARA events, programs, 
   publications, and invitations to join and contribute to the 
   Foundation for the National Archives (unless individuals elect that 
   their application information not be used for this purpose). The 
   electronic databases serve as finding aids to the applications. 
   Information in the system is also used by NARA staff to compile 
   statistical and other aggregate reports regarding researcher use of 
   records.
       The routine use statements A, C, E, F, and G, described in 
   Appendix A following the NARA Notices, also apply to this system of 
   records.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:   STORAGE:
       Paper and electronic records.
     Retrievability: 
       Information in the records may be retrieved by the name of the 
   individual or by researcher card number.
     Safeguards: 
       During normal hours of operation, paper records are maintained in 
   areas accessible only to authorized NARA personnel. Electronic 
   records are accessible via passwords from terminals located in 
   attended offices. After hours, buildings have security guards and/or 
   doors are secured and all entrances are monitored by electronic 
   surveillance equipment.
     Retention and disposal: 
       Researcher application files are temporary records and are 
   destroyed in accordance with the disposition instructions in the NARA 
   records schedule contained in FILES 203, the NARA Files Maintenance 
   and Records Disposition Manual. Individuals may request a copy of the 
   disposition instructions from the NARA Privacy Act Officer.
     System manager(s) and address: 
       For researchers who apply to use records and Nixon presidential 
   materials in the Washington, DC area, the system manager for 
   researcher application files is: Assistant Archivist for Records 
   Services--Washington, DC (NW), 8601 Adelphi Road, College Park, MD 
   20740-6001. For researchers who apply to use accessioned records, 
   presidential records, and donated historical materials in the 
   Presidential libraries and the regional records services facilities, 
   the system managers of researcher application files are the directors 
   of the individual libraries and regional records services facilities. 
   The addresses for these locations are listed in Appendix B following 
   the NARA Notices.
     Notification procedure: 
       Individuals interested in inquiring about their records should 
   notify: NARA Privacy Act Officer (NGC), National Archives and Records 
   Administration, 8601 Adelphi Road, College Park, MD 20740-6001.
     Record access procedures: 
       Individuals who wish to gain access to their records should 
   submit their request in writing to the NARA Privacy Act Officer at 
   the address given above.
     Contesting record procedures: 
       NARA rules for contesting the contents and appealing initial 
   determinations are found in 36 CFR part 1202.
     Record source categories: 
       Information in researcher application files is obtained from 
   researchers and from NARA employees who maintain the files.

   #.. NARA 2

   #....System name: Reference Request Files.

     System location: 
       This system of records is located in the National Archives 
   Building, the National Audiovisual Center, the Presidential 
   Libraries, the Washington National Records Center, the Federal 
   Records Centers, the National Personnel Records Center, and the 
   Regional Archives. The addresses are listed in the appendix following 
   the NARA Notices.
     Categories of individuals covered by the system: 
       Researchers and correspondents requesting information from the 
   records in the National Archives, the National Audiovisual Center, 
   Presidential Libraries, the Washington National Records Center, the 
   Federal Records Centers, the National Personnel Records Center and 
   the Regional Archives.
     Categories of records in the system: 
       Correspondence, reference slips, receipts for money, deposit 
   account records, reproduction orders, reference logs, lending files, 
   and reference files pertaining to requests for information, including 
   all or parts of the following: Requester's name, address, telephone 
   number, occupation, research topic, educational level, and field of 
   interest.
     Authority for maintenance of the system: 
       44 U.S.C. 2108, 2203(f)(2), and 2907.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The records are used by employees of NARA who have a need for the 
   records in the performance of their duties to record requests for 
   information and the responses to those requests; to maintain control 
   over information requests received and answered; to enable later 
   contact with the requester if required; to assist in the preparation 
   of standard replies to similar questions; to facilitate preparation 
   of statistical and other reports; to maintain control of records 
   being used; to establish researcher accountability for records; to 
   record payment for reproduction orders and funds placed on deposit; 
   to record loans of materials or records from the above locations; 
   and, when requested by a researcher, to write recommendations for 
   researchers for grants or employment. The routine use statements A, 
   F, and G, described in the appendix following the NARA Notices, also 
   apply to this system of records.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records in card files and file folders.
     Retrievability: 
       The records within this system are primarily retrieved by name.
     Safeguards: 
       During normal working hours of operation, records are maintained 
   in areas accessible only to authorized personnel of NARA. After 
   hours, buildings have security guards and/or doors are secured and 
   all entrances are monitored by electronic surveillance equipment.
     Retention and disposal: 
       Records which are:
       (1) Created in the administration of loans are cut off after the 
   return of the materials, held one year, and destroyed.
       (2) Created in the process of providing reference service by mail 
   are cut off annually, held two years, and destroyed.
       (3) Created in the process of providing records to researchers in 
   National Archives research rooms are cut off annually, held one year 
   and retired. They are destroyed when 25 years old.
       These procedures are in accordance with the NARA Records 
   Maintenance and Disposition Manual.
     System manager(s) and address: 
       Depending on where the records are located, the system managers 
   are the Assistant Archivist for the National Archives, the Director 
   of the National Audiovisual Center, the directors of the Presidential 
   Libraries, the director of the Washington National Records Center, 
   the directors of the Federal Records Center, the director of the 
   National Personnel Records Center and the directors of the Regional 
   Archives, at the addresses listed for these locations in the appendix 
   following the NARA Notices.
     Notification procedure: 
       Information may be obtained from the officials listed above at 
   the appropriate repository where individuals have used records or 
   directed inquiries. The addresses are listed in the appendix 
   following the NARA Notices.
     Record access procedures: 
       Requests for these records should be addressed to the Assistant 
   Archivist for the National Archives, the Director of the National 
   Audiovisual Center, the directors of the Presidential Libraries, the 
   director of the Washington National Records Center, the directors of 
   the Federal Records Center, the director of the National Personnel 
   Records Center or the directors of the Regional Archives, depending 
   on where individuals used records or directed inquiries. In-person 
   requests may be made during normal business hours listed for each 
   location in the appendix following the NARA notices. For written 
   requests, provide full name, address, telephone number, and the 
   approximate dates of the correspondence or transaction. For personal 
   visits, individuals should be able to provide some acceptable 
   identification, such as a driver's license or student or employee 
   identification. Only general inquiries may be made by telephone.
     Contesting record procedures: 
       NARA rules for contesting the contents and appealing initial 
   determinations are found in 36 CFR part 1202.
     Record source categories: 
       Researchers, correspondents, and employees of the National 
   Archives.

   #.. NARA 3

   #....System name: Donors of Historical Materials Files.

     System location: 
       This system of records is located in the National Archives 
   Building and the Presidential Libraries. The addresses are listed in 
   the appendix following the NARA Notices.
     Categories of individuals covered by the system: 
       Donors and potential donors of papers or other historical 
   materials to the National Archives and Presidential Libraries.
     Categories of records in the system: 
       Correspondence, deeds of gift, deposit agreements, accession 
   files, accession cards, administrative files, inventories of museum 
   objects, oral history use agreements, tapes, and transcripts, all of 
   which are related to the solicitation and preservation of donations. 
   Also included are biographical data on donors as well as their 
   addresses, telephone numbers, and occupations.
     Authority for maintenance of the system: 
       44 U.S.C. 2111 and 2112.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The records are used by employees of NARA who have a need for the 
   records in the performance of their duties primarily to record 
   solicitation efforts and accessioning of papers and other historical 
   materials for preservation in the above locations; to maintain 
   control over the accessions program; to facilitate future 
   solicitations of gifts; to record deeds of gift; and to record 
   agreements of use. The routine uses of records also include releasing 
   biographical material about donors and prospective donors to the 
   public as well as the routine use statements A, F, and G, described 
   in the appendix following the NARA Notices.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records in file folders; sound recordings.
     Retrievability: 
       Filed alphabetically at each location by name of donor.
     Safeguards: 
       Buildings have security guards, and records and other materials 
   are maintained in areas accessible only to authorized personnel of 
   NARA.
     Retention and disposal: 
       Records are permanent, in accordance with the NARA Records 
   Maintenance and Disposition Manual.
     System manager(s) and address: 
       Depending on where the records are maintained the system managers 
   are the Assistant Archivist for the National Archives and the 
   Assistant Archivist for Presidential Libraries at the National 
   Archives Building, and the directors of the Presidential Libraries. 
   The addresses are listed in the appendix following the NARA Notices.
     Notification procedure: 
       Information may be obtained from the officials listed above at 
   the appropriate repository where individuals have donated materials 
   or from which they have received requests for donations. The 
   addresses are listed in the appendix following the NARA Notices.
     Record access procedures: 
       Requests for these records should be addressed to the Assistant 
   Archivist for the National Archives, the Assistant Archivist for 
   Presidential Libraries, or a director of a Presidential Library 
   depending on which repository the individual has been associated 
   with. In-person requests may be made during normal business hours 
   listed for each location in the appendix following the NARA Notices. 
   For written requests, provide full name, address, telephone number, 
   and the approximate dates of the correspondence or transaction. For 

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