Researcher application files are maintained in the following locations:

(1) Office of Research Services;

(2) Individual Presidential libraries;

(3) Presidential Materials Division; and

(4) The Center for Legislative Archives.

Individuals covered by this system include people who apply to use archival materials for research in NARA facilities.

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, email address, and mailing address of employer/institutional affiliation; educational level and major field of study; 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.

44 U.S.C. 2108, 2111 note, and 2203(f)(1).

The information in this system is used to register researchers who wish to gain access to archival materials; to assist NARA in maintaining intellectual control over archival holdings and to refer related information to the Office of Inspector General if archival materials are determined to be missing or mutilated; to disseminate information related to events and programs of interest to NARA's researchers as appropriate; to facilitate access to wireless internet in NARA facilities; and to measure customer satisfaction with NARA services. Aggregate information from this system may be used for the purposes of review, analysis, planning, and policy formulation related to customer service staffing and facility needs.

NARA maintains researcher application files on people to: Register people who apply to use archival materials for research at a NARA facility; register people for wireless internet access; record initial research interests of researchers; determine which archival materials researchers may want to use; contact researchers if additional information related to their research interest is found or if problems with the requested archival materials are discovered; and prepare mailing lists for sending notices of events and programs of interest to researchers (including the fundraising and related activities of NARA-associated foundations and invitations to participate in voluntary customer satisfaction surveys), 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, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in the records may be retrieved by the individual's name, researcher card number, or any of the fields in the researcher registration database.

During normal hours of operation, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Researcher application files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer (at the address listed in Appendix B).

The system managers for researcher application files are:

1. For researchers who apply to use records or archival materials in a Presidential library: The director of the individual Presidential library;

2. For researchers who apply to use records or archival materials in the Presidential Materials Division: Director, Presidential Materials Division;

3. For researchers who apply to use records or archival materials in the Center for Legislative Archives: Director, Center for Legislative Archives; and

4. For researchers who apply to use records or archival materials in any other facility: Executive for Research Services.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in researcher application files is obtained from researchers and from NARA employees who maintain the files.

Reference request files are maintained in the following locations:

(1) Office of Research Services;

(2) Individual Presidential libraries;

(3) Presidential Materials Division; and

(4) Center for Legislative Archives.

Individuals covered by this system include people who request information from, or access to, records or archival materials in archival custodial units.

Reference request files may include: Reference service slips; reference service databases; correspondence control registers and databases; and correspondence, including administrative forms used for routine inquiries and replies, between NARA staff and researchers. These files may contain some or all of the following information about an individual: Name; address; telephone number; email address; position title; name of employer/institutional affiliation; educational background; research topic(s); field(s) of interest; identification of requested records; credit card or purchase order information; and other information furnished by the researcher.

44 U.S.C. 2108, 2111 note, 2203(f)(2), and 2907.

NARA maintains reference request files on individuals to: Maintain control of records and archival materials being used in a research room; establish researcher accountability for records and archival materials; prepare replies to researchers' reference questions; record the status of researchers' requests and NARA replies to those requests; enable future contact with researchers, if necessary; and facilitate the preparation of statistical and other aggregate reports on researcher use of records.

The routine use statements A, C, E, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in reference request files may be retrieved by: The individual's name; the request date; the record group number; collection/series title; or the name, social security number, or military service number of the former civilian employee/veteran whose record was the subject of the request.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Reference request files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system managers for reference request files are:

1. For files located in a Presidential library: Director of the individual Presidential library;

2. For files located in the Presidential Materials Division: Director of the Presidential Materials Division;

3. For files located in the Center for Legislative Archives: Director of the Center for Legislative Archives;

4. For files located in the National Historical Publications and Records Commission: Executive Director, National Historical Publications and Records Commission; and

5. For all other reference request files: Executive for Research Services.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in reference request files is obtained from researchers and from NARA employees who maintain the files.

Donors of historical materials files are maintained in the following locations:

(1) Office of Research Services;

(2) Individual Presidential libraries;

(3) Presidential Materials Division;

(4) Center for Legislative Archives; and

(5) Office of Strategy and Communications (NARA Historian).

Individuals covered by this system include donors and potential donors of historical materials and oral history interviews to the National Archives.

Categories of records in this system may include: Correspondence; deeds of gift; deposit agreements; accession files; accession cards; accession logs; inventories of museum objects; and oral history use agreements, all of which are related to the solicitation and preservation of donations and oral history interviews. These files may contain the following information about an individual: Name; address; telephone number; occupation; and other biographical data as it relates to the solicitation and donation of historical materials and oral history interviews.

44 U.S.C. 2111 and 2112.

NARA maintains donors of historical materials files on people to: Record deeds of gift and oral history use agreements; administer the solicitation of, accessioning of, and access to, historical materials; maintain control over the accessions program; and facilitate future solicitations of gifts. NARA may disclose these records to other Federal agencies and former presidents and their agents as NARA administers the access provisions of a deed of gift. The routine use statements A, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in donors of historical materials files may be retrieved by the individual's name or by the accession number assigned to the donation, or the database containing this information may searched via keyword or on any of the fields mentioned above.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Some donor and historical materials files are permanent records and are transferred to the National Archives of the United States in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Other files have temporary dispositions and are destroyed in accordance with the instructions in the NARA Records Schedule. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system managers for donors of historical materials files are:

1. For files located in organizational units in the Office of Research Services: Executive for Research Services;

2. For files located in a Presidential library: The director of the individual library;

3. For files located in the Presidential Materials Division: Director, Presidential Materials Division;

4. For files located in the Center for Legislative Archives: Director of the Center for Legislative Archives; and

5. For files located in the NARA Historian's office: Chief Strategy and Communications Officer

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in donors of historical materials files may be obtained from: Donors; potential donors; NARA employees who maintain the files and handle solicitations, donations of historical materials, and oral history interviews; associates and family members of donors; associates of former presidents; and published sources.

Committee and foundation member files are maintained in the following locations:

(1) Strategy and Communications Office;

(2) Individual Presidential libraries;

(3) Center for Legislative Archives;

(4) Office of Research Services;

(5) Office of Agency Services; and

(6) Committee member files may be maintained in NARA organizational units that provide administrative support to, or oversight of, internal and inter-agency committees, external standards-setting and professional organizations, and NARA's Federal advisory committees.

Individuals covered by this system include NARA employees who serve on committees and current and prospective members of NARA's Federal advisory committees, the National Archives Foundation, and foundations associated with the Presidential libraries.

Committee and foundation member files may include: Correspondence; resumes; biographical statements; mailing lists; and travel documents. These files may contain the following information about an individual: Name; address; telephone number; NARA correspondence symbol; educational background; employment history; list of professional accomplishments and awards, titles of publications; and other information furnished by the individual.

44 U.S.C. 2104.

NARA maintains committee member files to: Review professional qualifications of prospective committee members; document committee members' travel activities related to committee business; record the participation of committee members in committee activities; and contact members about future meetings and events. NARA maintains foundation member files in order to contact members about meetings, conferences, and special events. The routine use statements A, F, G, and H described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in committee and foundation member files may be retrieved by the individual's name or by the committee or foundation's name.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Some committee member files are permanent records and are transferred to the National Archives of the United States in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Other committee and foundation member files have temporary dispositions and are destroyed in accordance with the instructions in the NARA Records Schedule. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system managers for committee and foundation member files are:

1. For Advisory Committee on Presidential Library-Foundation Partnerships member files: Director of the Office of Presidential Libraries;

2. For Advisory Committee on the Records of Congress member files: Director of the Center for Legislative Archives;

3. For Founding Fathers Advisory Committee member files: Executive Director of National Historic Publications and Records Commission (NHPRC);

4. For National Industrial Security Program Policy Advisory Committee member files and State, Local, Tribal, and Private Sector Policy Advisory Committee member files: Executive for Agency Services;

5. For Foundation for the National Archives member files and for other committee member files: Chief Strategy and Communications Officer; and

6. For working group member files: Executive for Research Services

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in committee, working group, and foundation member files is obtained from NARA employees, current and prospective members of Federal advisory committees, working groups, foundations, and references furnished by such people.

Conference, workshop, and training course files may be maintained in the following locations:

(1) Office of Human Capital;

(2) Office of Research Services;

(3) Office of Strategy and Communications;

(4) Office of Agency Services;

(5) Office of Business Support Services;

(6) Individual Presidential libraries; and

(7) Center for Legislative Archives, Exhibits Division, and Education and Public Programs Division.

Individuals covered by this system include attendees and speakers at NARA-sponsored conferences, workshops, and training courses.

Conference, workshop, and training course files maintained on attendees may include: Standard Form 182, Request, Authorization, Agreement, and Certification of Training; application/registration forms; evaluations; other administrative forms; and copies of payment records. Files maintained on speakers may include correspondence; biographical statements; and resumes. These files may contain some or all of the following information about an individual: Name; home address; business address; home and/or business email address; home telephone number; business telephone number; social security number; birth date; position title; name of employer/organization; employment history; professional awards; areas of expertise; research interests; reason(s) for attendance; titles of publications; and other information furnished by the attendee or speaker.

44 U.S.C. 2104, 2109, and 2904

NARA maintains files on attendees and speakers to: Register attendees for conferences, workshops, training courses, and other events; contact attendees for follow-up discussions; plan, publicize, and document interest in current and future NARA-sponsored conferences, workshops, training courses, and special events; and prepare mailing lists in order to disseminate information on future events and publications of related interest. Information in the records is also used to prepare statistical and other reports on conferences, workshops, training courses, and other events sponsored by NARA.

NARA may disclose information on individuals in the files to other attendees, to the public, and to outside organizations that co-sponsor conferences, workshops, training courses, and other events for purposes of administering the course or event, providing attendance lists, and contacting individuals after the event. NARA may disclose information on an individual to the organization or agency that funded the individual's attendance. The routine use statements F and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in paper records may be retrieved by either the title or the date of the conference, workshop, training course, or event, and in some cases, by the individual's name. Information in electronic records may be retrieved by the individual's name, date of the event, or by searching other categories of the information provided.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Some of the conference, workshop, and training course files are permanent records and are transferred to the National Archives of the United States in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Other files have temporary dispositions and are destroyed in accordance with the instructions in the NARA Records Schedule. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system managers for conference, workshop, and training course files are:

1. For files located in the Office of Research Services: Executive for Research Services;

2. For files located in the Office of Agency Services: Executive for Agency Services;

3. For files located in the Strategy and Communications Office: Chief Strategy and Communications Officer;

4. For files maintained in NARA's electronic Learning Management System: Chief Human Capital Officer;

5. For files located in the Office of Business Support Services: Executive for Business Support Services;

6. For files located in a Presidential library: Director of the individual Presidential library; and

7. For files located in the Center for Legislative Archives, Exhibits Division, and Education and Public Programs Division: Executive for Legislative Archives, Presidential Libraries, and Museum Services.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in the files may be obtained from speakers, attendees, and potential speakers and attendees at NARA-sponsored conferences, workshops, and training courses, and from references provided by those individuals.

Mailing list files may be maintained in the following NARA locations:

(1) National Historical Publications and Records Commission;

(2) Office of Human Capital;

(3) Office of Business Support Services;

(4) Office of Legislative Archives, Presidential Libraries, and Museum Services;

(5) Individual Presidential libraries;

(6) Center for Legislative Archives;

(7) Office of Research Services;

(8) Office of Agency Services; and

(9) Office of the Federal Register.

Individuals covered by this system may include: Members of the media; members of Congress; members of the National Historical Publications and Records Commission; members of the Foundation for the National Archives; members of a Federal advisory committee or advisory board; members of a private local support foundation for a Presidential library; volunteers; local, political, and other dignitaries; researchers and records managers; historians, archivists, librarians, documentary editors, and other professionals in related fields; educators; authors; subscribers to free and fee publications and newsletters; buyers of NARA products; vendors; and other persons with an interest in National Archives programs, exhibits, conferences, training courses, and other events.

In addition to names and addresses, mailing lists may include any of the following information about an individual: home/business telephone number; Home/business email address; position title; name of employer; organization; and/or institutional affiliation; events attended; and subscription information.

44 U.S.C. 2104, 2307 and 2904(c).

NARA maintains mailing lists to: disseminate electronic and regular mailings of NARA publications, newsletters, press releases, and announcements of meetings, conferences, workshops, training courses, public and educational programs, special events, and procurements; send invitations for exhibit openings, lectures, and other special events; and send customers updated information about NARA holdings and about methods of requesting copies of accessioned and non-current records. The routine use statements F and H, described in Appendix A, also apply to this system of records.

Storage:

Electronic records from which paper records may be printed.

Information about individuals maintained in mailing lists may be retrieved by: The individual's name; an employer or institutional/organizational affiliation name; the individuals/organizations category on mailing lists; the city or zip code; or by any other of the other categories of information that the individual provided.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

When maintained for programs and functions for which the records have been scheduled, mailing lists are categorized as temporary records and are destroyed in accordance with the instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Organizational units update these lists and purge outdated information as needed for the purposes previously cited. For those programs and functions for which mailing lists and all other records have not yet been scheduled, NARA is in the process of identifying and scheduling these records. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system managers for mailing list files are:

(1) For files located at the National Historical Publications and Records Commission: Executive Director, National Historical Publications and Records Commission;

(2) For files located in the Human Capital Office: Chief Human Capital Officer;

(3) For files located in the Office of Business Support Services: Executive for Business Support Services;

(4) For files located in the Office of Legislative Archives, Presidential Libraries, and Museum Services: Executive for Legislative Archives, Presidential Libraries, and Museum Services;

(5) For files located at a Presidential library: director of the individual library;

(6) For files located at the Center for Legislative Archives: Director of the Center for Legislative Archives;

(7) For files located in the Office of Research Services: Executive for Research Services;

(8) For files located in the Office of Agency Services: Executive for Agency Services; and

(9) For files located at the Office of the Federal Register: Director of the Federal Register.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in mailing lists is obtained from individuals whose names are recorded on mailing lists for the purposes previously cited or from NARA employees who maintain the lists.

Freedom of Information Act (FOIA) and mandatory review request files are maintained in the following locations:

(1) Office of the Federal Register;

(2) Office of the Inspector General;

(3) Office of General Counsel;

(4) Office of Research Services;

(5) Office of Agency Services;

(6) Individual Presidential libraries;

(7) Presidential Materials Division; and

(8) Center for Legislative Archives.

Individuals covered by this system include people who cite the FOIA to request access to records and people who request the mandatory review of security-classified materials under Executive Order 13526 or predecessor orders.

Files for requests made under the FOIA and the mandatory review provisions of Executive Order 13526 (or predecessor orders) may include: correspondence control registers, logs, and databases; requests for access or mandatory review; appeal letters from requestors; NARA replies to original requests and appeals, and supporting documents; Certificates of Citizenship; and other administrative forms used in the process. These files may also contain information or determinations furnished by, and correspondence with, other Federal agencies. FOIA and mandatory review request files may contain some or all of the following information about an individual: name; address; telephone number; position title; name of employer/institutional affiliation; marital status; birthplace; birth date; citizenship; research interests; other information provided by the requestor; and copies of documents furnished to the requestor.

Executive Order 13526 and its predecessor and successor orders governing access to national security classified information; and 5 U.S.C. 552, as amended

NARA maintains FOIA and mandatory review request files on individuals to record: requests for records under the FOIA; requests for access to security-classified materials under the mandatory review provisions of Executive Order 13526, as amended, and predecessor orders, and appeals of denials of access; actions taken on requests and appeals; and the status of requests and appeals in logs and databases. The records are also used to facilitate the preparation of statistical and other reports regarding use of the FOIA and the mandatory review provisions of Executive Order 13526.

NARA may disclose information in request files to agencies that have equity in the requested records in order for those agencies to review records for possible declassification and release or in response to a request for information. The routine use statements A, E, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in FOIA and mandatory review request files may be retrieved by one or more of the following data elements: the individual's name; an alphanumeric case file number; a project number assigned to the request; the record group number; collection/series title, the type of request (FOIA or mandatory review); or the name, social security number, or military service number of the former civilian employee/veteran whose record was the subject of the request at the National Personnel Records Center.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via identity authentication at workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Some of the FOIA and mandatory review of classified documents request files are permanent records and are transferred to NARA in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Other files have temporary dispositions and are destroyed in accordance with the instructions in the NARA Records Schedule. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

For FOIA and mandatory review request files, the system managers are:

(1) For FOIA request files maintained by the Office of Federal Register: Director of the Federal Register;

(2) For FOIA request files maintained by the Office of the Inspector General: Inspector General;

(3) For FOIA request files for NARA's operational records: General Counsel;

(4) For FOIA and mandatory review request files maintained by organizational units within the Office of Research Services: Executive for Research Services;

(5) For FOIA request files pertaining to non-accessioned military and civilian personnel records located at the National Personnel Records Center (within the Office of Agency Services) records: Director of the National Personnel Records Center;

(6) For FOIA request files pertaining to accessioned military personnel records located at the National Archives at St. Louis (within the Office of Research Services): Access Coordinator, National Archives at St, Louis;

(7) For FOIA and mandatory review request files maintained by individual Presidential libraries: director of the individual library;

(8) For FOIA and mandatory review request files maintained by the Presidential Materials Division: Director of the Presidential Materials Division; and

(9) For FOIA and mandatory review request files maintained by the Center for Legislative Archives: Director of the Center for Legislative Archives.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in FOIA and mandatory review request files is obtained from people who cite the FOIA to request access to records; researchers who request mandatory review of security-classified records; NARA employees who maintain the files and handle FOIA and mandatory review requests and appeals; and other agencies that have reviewed the requested records.

Restricted and classified records access authorization files are maintained in the following locations:

(1) Office of Business Support Services (Security Management Division);

(2) Office of Research Services;

(3) Individual Presidential libraries;

(4) Presidential Materials Division;

(5) Center for Legislative Archives; and

(6) Office of General Counsel.

Individuals covered by the system include people who ask to use agency-restricted, donor-restricted, and security-classified records or materials in the custody of organizational units located in the Washington, DC, area, Presidential libraries, and archival custodial units located in the field. This includes records requested for the purpose of conducting statistical, social science, or biomedical research in accordance with 36 CFR 1256.

Access authorization files include: applications for access to restricted and classified records; letters of authorization from sponsoring agencies; other documentation related to security clearance levels; and information in an electronic database. These files may include some or all of the following information about an individual: name; address; telephone number; birth date; birthplace; citizenship; Social Security number; occupation; name of employer/institutional affiliation; security clearance level; basis of clearance; name of sponsoring agency; field(s) of interest; intention to publish; type of publication; subject(s) of restricted or classified records to be reviewed; the expiration date for authorization to review the records; and other information furnished by the requestor, including reference letters that may contain identifying information concerning a third party.

44 U.S.C. 2108 and 2204

NARA maintains restricted and classified records access authorization files on individuals to: maintain a record of requests for access to restricted and classified records; authorize and control access to restricted and classified records and materials; and facilitate preparation of statistical and other reports.

NARA may disclose information in these access authorization files to other agencies that have equity in the restricted or classified records in order for agency officials to review access authorization requests. The routine use statements A, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in restricted and classified records access authorization files may be retrieved by some or all of the following: the individual's name; the sponsoring agency's names; record group number; or collection title.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Restricted and classified records access authorization files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

For restricted and classified records access authorization files the system managers are:

(1) For files maintained by the Security Management Division: Executive for Business Support Services;

(2) For files maintained by organizational units within the Office of Research Services: Executive for Research Services;

(3) For files maintained by a Presidential library: director of the individual library;

(4) For files maintained by the Presidential Materials Division: Director of the Presidential Materials Division;

(5) For files maintained by the Center for Legislative Archives: Director of the Center for Legislative Archives; and

(6) For files located in the Office of General Counsel: General Counsel.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in these files is obtained from people who request to use restricted and classified records; NARA employees who maintain the files; employers of requestors; and sponsoring agency officials.

Authors' files are maintained in the Office of Strategy and Communications (Communications and Marketing Division).

Individuals covered by this system include authors who have submitted manuscripts for publication in Prologue: Quarterly of the National Archives or in other NARA publications.

Files on authors may include: correspondence; resumes; biographical statements; and manuscript copies of articles. These records may contain some or all of the following information about an individual: name; address; telephone number; educational background; professional experience and awards; research interests; and titles of previous publications.

44 U.S.C. 2307

NARA maintains files on individual authors in order to: select authors' manuscripts for publishing in Prologue: Quarterly of the National Archives or in other NARA publications; maintain a record of authors' manuscripts; contact authors concerning re-publication of manuscripts; and other related issues. The routine use statement F and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in authors' files may be retrieved by the publication's issue date and then by the individual's name.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Authors' files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager is the Chief Strategy and Communications Officer. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in authors' files is obtained from authors or their agents.

Records related to credentials and passes are maintained at the following locations:

(1) Office of Business Support Services (Security Management Division and Field Support Management Division);

(2) Office of the Federal Register;

(3) Individual Presidential libraries;

(4) Washington National Records Center;

(5) National Personnel Records Center; and

(6) NARA Continuity Facility.

Individuals covered by this system may include: NARA employees, volunteers, and contractors at all NARA facilities; and employees or contractors of other federal agencies temporarily stationed at NARA.

Credentials and passes may include: copies of official passport records; copies of identification badges; and administrative forms and information in electronic databases used to generate NARA identification badges and access cards and to issue room and stack area keys and parking space permits. Credentials and passes may contain some or all of the following information about an individual:

1. Official passport records: copies of passport application records which include: name; photograph; name of agency (NARA); address; telephone number; Social Security number; position title; grade; birth date; height; weight; color of hair and eyes; passport number; passport issue and expiration dates;

2. Copies of identification badges and administrative forms and information in electronic databases used to generate NARA identification badges and access cards: name; photograph; NARA correspondence symbol; office telephone number; Social Security number; position title; grade; name of agency or firm (contractors only); birth date; height; weight; color of hair and eyes; identification/access card number; card issue and expiration dates; building locations, time zones, and reasons for required access; signatures of the individual and authorized officials; and dates of signatures;

3. Administrative forms and information in electronic databases used to issue room and stack area keys: name; NARA correspondence symbol; office telephone number; building room number/stack area; type of key issued (single door or stack master); key tag number; signatures of the individual and authorized official; and dates of signatures; and

4. Administrative forms and electronic database used to control parking locations: name; address; office telephone number; name of agency; make, year, and license number of vehicle; signatures of carpool members; and dates of signatures.

44 U.S.C. 2104

NARA maintains records on individuals to facilitate issuing and controlling Government passports, NARA identification badges, access cards, room and stack area keys, and parking space permits. At the National Archives at College Park, information in an electronic database is used to generate single badges that identify individuals and electronically allow individuals to enter and exit secured and non-secured areas of the building. Routine use statements A, B, C, D, E, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in credentials and passes may be retrieved by the individual's name, identification card number, and/or social security number.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Credentials and passes are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system managers for the following types of credentials and passes are:

1. For official passport records: Executive for Business Support Services;

2. For records used for NARA employee and volunteer identification badges and access cards in the Washington, DC, area, and for records used for contractor identification badges and access cards, key issuance, and parking control at the National Archives Building and the National Archives at College Park: Executive for Business Support Services;

3. For records used for NARA contractor identification badges and access cards, key issuance, and parking control at the Washington National Records Center: Director, Washington National Records Center;

4. For records used for key issuance and parking control at the Office of the Federal Register: Director of the Federal Register;

5. For records used for NARA identification badges and access cards, key issuance, and parking control at the National Personnel Records Center: Director of the National Personnel Records Center;

6. For records used for NARA identification badges and access cards, key issuance, and parking control at a Presidential library: director of individual library;

7. For records used for NARA identification badges and access cards, key issuance, and parking control at the NARA Continuity Facility: Executive for Business Support Services; and

8. For records used for NARA identification badges and access cards, key issuance, and parking control at all other NARA facilities: Executive for Business Support Services.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in credentials and passes is obtained from individuals being issued credentials and passes from authorized issuing officials.

Records related to emergency notification and employee contact information files are maintained at the following locations:

(1) Emergency notification lists and NARA field operations emergency facility contact lists are maintained in the Office of Business Support Services (Security Management Division) at the National Archives at College Park;

(2) Local emergency notification files are maintained in all NARA facilities nationwide; and

(3) Other personal contact information for employees may be maintained by supervisors at all NARA facilities and in NARA's employee locator database.

Individuals covered by this system include NARA employees who have provided personal contact information to NARA to enable continuity of operations planning, to access systems remotely, or to receive updates from the agency in the event of an unexpected closure.

Emergency notification files include: lists of names of NARA officials; cover memoranda; and administrative forms. These files may contain some or all of the following information about an individual: name; correspondence symbol or organization code; home address; business, home, and cellular telephone numbers; business and personal email addresses; position title; and emergency assignments.

44 U.S.C. 2104

NARA maintains current directory information on designated NARA employees to contact outside of business hours in case of emergencies involving NARA facilities, including records storage areas, and to notify these employees of emergencies that would result in the closing of government offices. The routine use statements A, D, F, and H, described in Appendix A, also apply to this system of records.

NARA also maintains this information to allow employees to more easily access NARA's information management and technology systems remotely by having a one-time use PIN number sent to them at a phone or email address they have provided.

Storage:

Paper and electronic records maintained in NARA's employee locator, identity management systems, and by supervisors within the agency.

Information in emergency notification files may be retrieved by the individual's name, facility, or office.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment. Authorized individuals may maintain copies in additional locations.

Emergency notification files are unscheduled records and, therefore, are retained until the Archivist of the United States approves dispositions. NARA is in the process of scheduling emergency notification records.

The system managers for emergency notification and employee contact information files are:

1. For NARA-wide and Washington, DC,-area emergency or after-hours notification lists: Executive for Business Support Services;

2. For local emergency notification and other employee personal contact information files: all executives and staff directors, supervisors, and field support officers in all NARA facilities; and

3. For remote access information for NARA's information management and technology systems: Executive for Information Services.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in emergency notification files is obtained from the NARA employees whose names appear on emergency notification lists and forms.

Records of defunct agencies may be located in the Washington, DC area or at Federal Records Centers nationwide.

Individuals covered by this system include employees of a defunct agency and those people who may have had dealings with the agency prior to the agency's termination.

This system includes those records of an agency whose existence has been terminated with no successor in function. This system also contains those records that were maintained by a defunct agency in an internal Privacy Act system of records. Categories of personal information maintained on individuals in these records are described in the Privacy Act system notices previously published by the originating agency. Records of defunct agencies that are located in Federal Records Centers may be temporary records or permanent records that have not yet been transferred to the custody of the Archivist of the United States.

44 U.S.C. 2104, 2107, 2108, 2907, 2908, and 3104

If records of a defunct agency are unscheduled, NARA may review the records during the appraisal process in order to determine the disposition of the records. NARA may disclose the records, while providing reference service on the records, in accordance with the routine uses in the Privacy Act notices previously published by the defunct agency. The routine use statements A, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper, electronic, and microfilm records.

Information in records of a defunct agency may be retrieved by the name of the individual or by other identifier established by the defunct agency when the records were maintained by that agency.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Records of a defunct agency that are appraised as temporary are destroyed in accordance with the records disposition instructions approved by the Archivist of the United States. Records of a defunct agency that are appraised as permanent are transferred to the National Archives of the United States.

The system manager for records of defunct agencies is the Chief Records Officer. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Upon termination of an agency with no successor in function, the agency transfers its records to NARA's custody. Prior to termination, the agency has described record source categories in its Privacy Act system notices for that agency's records.

1. Payroll, attendance, leave, retirement, benefits, and electronic reporting system records for current employees are located in the Office of Human Capital (Labor Employee Relations Benefit Branch) and NARA organizational units nationwide that employ timekeepers;

2. The Interior Business Center (IBC) maintains an electronic record-keeping system for NARA in Denver, CO; and

3. Retired personnel files are located at NARA's National Personnel Records Center (NPRC) in St. Louis, MO.

Individuals covered by this system include current and former NARA employees.

Payroll, attendance, leave, retirement, benefits, and electronic reporting system files may include: Office of Personnel Management (OPM) Form 71, Request for Leave or Approved Absence; GSA Form 873, Annual Attendance Record; NA Form 3004, Intermittent Employees Attendance Record; NA Form 3032A or B, Time and Attendance Log; leave restriction documents; medical and other documentation for Family and Medical Leave Act and voluntary leave transfer program applications; teleworking agreements and supporting documentation; prior government service records and "buy-back" documents; retirement documents; student loan repayment program documents; direct deposit information; other benefits information; various summary materials received in computer printout form; awards information; recruitment, relocation, or retention bonuses; training information; and the electronic system. These paper and electronic records may contain some or all of the following information about an individual: Name; address; correspondence symbol; telephone number; social security number; birth date; position title; grade; hours and location of duty; salary, payroll, related information (e.g., withholding status, voluntary deductions, allotments, financial institution, union dues, taxes, charities, wage garnishments, Flexible Spending Account, Long Term Care Insurance, Thrift Savings Plan, and other benefit information), attendance information, medical diagnoses, treatments, and limitations, payment receipts, government service record verification, and other information provided by the employee. This system does not include the official personnel records maintained by NARA, which are described in the system notices published by the Office of Personnel Management (OPM/GOVT-1 and OPM/GOVT-2).

5 U.S.C. 2101 through 8901 is the authority for the overall system. Executive Order 9397, 26 CFR 31.6011(b)2, and 26 CFR 31.6109-1 contain specific authority for use of social security numbers. Additional authorities: 4 U.S.C. Ch. 63, 5 U.S.C. 83-84, 5 CFR Part 630, and 29 CFR Part 825.

NARA and IBC maintain payroll, attendance, leave, retirement, benefits, and electronic reporting system records on individual NARA employees to conduct NARA's fiscal operations for payroll, time and attendance, leave, insurance, tax, retirement, qualifications, and benefits; to prepare related reports to other Federal agencies; and to carry out labor/employee relations and benefits functions.

To the extent necessary, NARA and IBC may disclose information in these records to outside entities as part of grievance proceedings, EEO complaints, adverse actions, and mediation counseling sessions. NARA, IBC, and other NARA agents may disclose information in the files to state unemployment offices in connection with unemployment compensation claims filed by NARA employees, to the Department of Labor for worker's compensation cases; to any Federal, state, or local government entity compiling tax withholding, retirement contributions, or allotments to charities, labor unions, wage garnishments, and other authorized recipients; to the Office of Child Support Enforcement, Administration for Children and Families, Department of Health and Human Services, the Federal Parent Locator System and the Federal Tax Offset System to (a) locate individuals, (b) identify income sources, (c) establish paternity, (d) verify social security numbers or employment, (e) issue, modify, or enforce orders of support, or (f) administer the Federal Earned Income Tax Credit Program; and to a commercial contractor in connection with benefit programs administered by the contractor on NARA's behalf, including, but not limited to, supplemental health, dental, disability, life and other benefit programs. NARA and IBC may disclose information in this system of records to the Office of Management and Budget in connection with the review of private relief legislation. NARA and IBC may disclose information in these records to the Office of Personnel Management for its production of summary descriptive statistics or for related work studies; while published statistics and studies do not contain individual identifiers, the selection of elements of data included in studies may be structured in a way that makes individuals identifiable by inference. The routine use statements A, B, C, D, E, F, G, and H described in Appendix A, also apply to this system of records.

Storage:

Paper, microfiche, and electronic records.

Information in payroll, attendance, leave, retirement, benefits, and electronic reporting system records may be retrieved by the name of the individual, office, supervisor, or by social security number.

During business hours, paper records are maintained in areas accessible to authorized personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment. Records maintained by IBC are managed in accordance with government-wide security rules.

Payroll, attendance, leave, retirement, and benefit paper records are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Electronic records are temporary records whose disposition is governed by the General Records Schedules. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system managers for payroll, attendance, leave, retirement, benefits, and electronic reporting system records are:

1. For Washington, DC,-area employees: executives and staff directors of individual offices and staffs;

2. For Presidential library employees: director of the individual library;

3. For Federal Records Center employees and Research Services employees outside the Washington, DC, area, and for unemployment compensation records: Executive for Business Support Services;

4. For Office of the Chief Records Officer employees outside the Washington, DC, area: Chief Records Officer; and

5. For records located in the Office of Human Capital (Labor/Employee Relations and Benefit Branch): Chief Human Capital Officer.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in payroll and time and attendance reporting system records is obtained from: current and former NARA employees themselves, timekeepers, supervisors of employees, payroll specialists, and other Federal agencies for which the individual worked.

Freelance editor/indexer files are located in the Office of Strategy and Communications (Publications and Creative Development staffs).

Individuals covered by this system include freelance editors and indexers with whom NARA has contracted for editing and indexing services or who have expressed an interest in performing such services for NARA.

Freelance editor/indexer files may include: correspondence; resumes; biographical statements; evaluations; examples of previous work; invoices; and certifications for payment. These records may contain some or all of the following information about an individual: Name; address; email address; telephone number; educational background; professional experience and awards; research interests; titles of publications; and other information furnished by the individual.

44 U.S.C. 2104, 2109, and 2307.

NARA maintains freelance editor/indexer files on individuals to: Review professional qualifications of editors and indexers; provide referral to NARA offices when freelancers are needed to handle their service projects; make assignments and indicate assignment completion dates; evaluate the quality of work performed during assignments; and document editing and indexing expenditures for budgetary purposes. The routine use statements A, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper records and electronic records.

Information in freelance editor/indexer files may be retrieved by the individual's name.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Freelance editor/indexer files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager is the Chief Strategy and Communications Officer. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in freelance editor/indexer files may be obtained from: Freelance editors and indexers with whom NARA has contracted to perform editing and indexing services; freelance editors and indexers who have expressed an interest in performing services for NARA; NARA employees who maintain the files; and references furnished by freelance editors and indexers.

Library circulation files are located at the National Archives Library in Washington, DC, College Park, MD, and at individual Presidential libraries.

Individuals covered by this system include all NARA employees and researchers who have borrowed books and other materials from the National Archives Library and/or the Presidential libraries collections.

Library circulation files contain the following information about an individual: Name; correspondence symbol or address; telephone number; email address; titles and call numbers of items borrowed; and dates that the items were borrowed.

44 U.S.C. 2104.

NARA maintains library circulation files on individuals in order to control the circulation of library books, periodicals, and other materials in NARA's library collections. The routine use statements A F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in library circulation files may be retrieved by the individual's name, by the title of the item charged out, or by the call number for the item.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Library circulation files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system managers for library circulation files are:

1. For files in the Washington, DC, area: Executive for Research Services; and

2. For files in a Presidential library: director of the individual library.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in library circulation files is obtained from NARA employees and researchers who borrow books and other materials from the library collections of the National Archives Library and/or the Presidential libraries.

Grievance records are maintained in the Office of Human Capital (Labor/Employee Relations and Benefits Branch locations at the National Archives at College Park, MD, and St. Louis, MO).

Individuals covered by this system include current and former NARA employees who have submitted grievances to NARA in accordance with Office of Personnel Management (OPM) regulations (5 CFR Part 771) or in accordance with internal negotiated grievance procedures.

Grievance records may include: statements of witnesses; reports of interviews and hearings; findings and recommendations of examiners; copies of the original and final decisions; and related correspondence and exhibits. These files may contain some or all of the following information about an individual: Name; address; social security number; correspondence symbol; telephone number; occupation; grade; salary information; educational background; employment history; medical information; and names of supervisors and witnesses.

5 U.S.C. 1302, 3301, 3302, and 7121; Executive Order 10577 (3 CFR 1954 through 1958); and Executive Order 10987 (3 CFR 1959 through 1963).

NARA maintains grievance records on individuals in order to process grievances submitted by or on behalf of NARA employees in accordance with OPM regulations or internal negotiated grievance procedures.

NARA may disclose only enough information in grievance records to any source from which additional information is requested in the course of processing a grievance to: identify the source to the extent necessary; inform the source of the purpose(s) of the request; and identify the type of information requested from the source. NARA may also disclose information in grievance files to officials of labor organizations recognized under the Civil Service Reform Act when the information is relevant to the officials' duties of exclusive representation concerning personnel policies, practices, and matters affecting work conditions. The routine use statements A, D, E, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in grievance records may be retrieved by the individual's name.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Grievance files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager is the Chief Human Capital Officer. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

Review of requests from individuals seeking amendment of their records that have been the subject of a judicial or quasi-judicial action will be limited in scope. Review of amendment requests of these records will be restricted to determine if the record accurately documents the action of the NARA ruling on the case and will not include a review of the merits of the action, determination, or finding. NARA rules for contesting the contents and appealing initial determinations are found in 36 CFR Part 1202.

Information in grievance records may be obtained from: individuals on whom records are maintained; witnesses; NARA officials; and NARA payroll and personnel specialists.

Records are located in the Office of the General Counsel.

Individuals covered by this system include: Current and former NARA employees; other Federal agency employees; individual members of the public; witnesses in litigation; people who have requested records under the Freedom of Information Act (FOIA) and/or the Privacy Act; people about whom requests under the FOIA and/or the Privacy Act have been made; and people involved in administrative actions or litigation to which NARA is a party or to which NARA has relevant records.

Records in the system may contain some or all of the following information about an individual: Name; social security number; position description; grade; salary; work history; complaint; credit ratings; medical diagnoses and prognoses; and doctor's bills. The system may also contain other records such as: Case history files; copies of applicable law(s); working papers of attorneys; testimony of witnesses; background investigation materials; correspondence; damage reports; contracts; accident reports; pleadings; affidavits; estimates of repair costs; invoices; litigation reports; financial data; contact information for individuals related to the litigation or matter; and other data.

5 U.S.C. 552; 5 U.S.C. 552a; 5 U.S.C., Part II; 5 U.S.C., Chapter 33; 5 U.S.C. 5108, 5314-5316 and 42 U.S.C. 20003, et seq.; 5 U.S.C. 7151-7154; 5 U.S.C. 7301; 5 U.S.C. 7501, note (adverse actions); 5 U.S.C., Chapter 77; 5 U.S.C. App.; 28 U.S.C. 1291, 1346(b)(c), 1402(b), 1504, 2110; 31 U.S.C. 3701, 3711, 3713, 3717, 3718, 3721.

Records are used to: give general legal advice, as requested, throughout NARA; prepare attorneys for hearings and trials; reference past actions; and maintain internal statistics. Information may be disclosed to the Department of Justice in review, settlement, defense, and prosecution of claims, complaints, and lawsuits involving contracts, torts, debts, bankruptcy, personnel adverse action, EEO, unit determination, unfair labor practices, and Freedom of Information and Privacy Act requests. Information may be disclosed to the Office of Government Ethics (OGE) to obtain OGE advice on an ethics issue, to refer possible ethics violations to OGE, or during an OGE evaluation of NARA's Ethics Program. The routine use statements A, B, C, D, E, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information may be obtained by the individual's name or by a case number assigned by the court or agency hearing the complaint or appeal, or other key words within the file.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Most files are temporary records and are destroyed in accordance with disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Significant litigation files are permanent records that are eventually transferred to the National Archives of the United States. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager is the General Counsel. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in this system of records comes from one or more of the following sources: Federal employees and private parties involved in torts and employee claims, contracts, personnel actions, unfair labor practices, and debts concerning the Federal government; witnesses; and doctors and other health professionals.

Workers' compensation case files are located in the Office of Human Capital, and in the administrative offices of facilities nationwide.

Individuals covered by this system include NARA employees and former employees who have reported work-related injuries or other occupational health problems on forms CA-1 or CA-2, or the equivalent.

Workers' compensation case files may include: accident reports, including CA-1 & 2, Federal Employees Notice of Injury or Occupational Disease, CA-4, Claims For Compensation for Injury or Occupation Disease, and CA-8, Claims for Continuance of Compensation on Account of Disability; time and attendance reports; and medical reports from physicians and other health care professionals. These files may contain some or all of the following information about an individual: Name; address; email address; correspondence symbol; telephone number; occupation; birth date; names of supervisors and witnesses; and medical information related to work-related accidents or other occupational health problems.

5 U.S.C. 7902 and Chapter 81.

NARA maintains workers' compensation case files on individuals in order to identify and record information about those NARA employees who have sustained injuries or reported other occupational health problems, and to facilitate the preparation of statistical and other reports regarding work-related injuries or other occupational health problems. NARA may disclose to a Federal, state, or local public health service agency information in the files that concerns individuals who have contracted certain communicable diseases or conditions. NARA may disclose information in the files to the Department of Labor for purposes of administering the workers' compensation program. NARA may disclose information in the files to the Occupational Safety and Health Administration for the purpose of monitoring workplace health and safety issues. The routine use statements A, B, C, D, E, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in workers' compensation case files may be retrieved by the individual's name or by other information contained within the file.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Workers' compensation case files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager is the Chief Human Capital Officer. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in workers' compensation case files may be obtained from: Individuals to whom the records pertain; NARA supervisors; NARA personnel specialists; physicians; others providing health care services; and the Department of Labor.

Reviewer/consultant files are located at the National Historical Publications and Records Commission.

Individuals covered by the system include people who have expressed an interest in, or have served as reviewers or consultants for, the NHPRC records or publications grant programs.

Reviewer/consultant files may include: Resumes; biographical statements; correspondence; and lists containing some or all of the following information about an individual: Name; address; email address; telephone number; educational background; professional experience and awards; and titles of publications.

44 U.S.C. 2501-2506.

NHPRC maintains reviewer/consultant files on individuals in order to select reviewers who will evaluate proposals received for the records and publications grant programs, and to recommend archival consultants for those state and non-state organizations that have received grants for records and publications projects. NARA may disclose to grant recipients the lists of names of potential consultants in order for the recipients to contact individuals who have expressed an interest in serving as consultants on grant projects. The routine use statements F and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in reviewer/consultant files may be retrieved by the individual's name or the proposal evaluated by the reviewer.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Reviewer/consultant files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager for reviewer/consultant files is the Executive Director, National Historical Publications and Records Commission. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in reviewer/consultant files may be obtained from reviewers and consultants and from references furnished by them.

Grant, Fellowship, and Editing Institute application files are located at the National Historical Publications and Records Commission.

Individuals covered by this system include applicants for NHPRC grants, fellowships in archival administration, and advanced historical editing, and individuals who applied for the annual Institute for the Editing of Historical Documents prior to 2011.

Grant, fellowship, and Editing Institute application files may include: application forms; correspondence; resumes; college transcripts; and evaluations. These records may contain some or all of the following information about an individual: Name; address; email address; telephone number; educational background; professional experience and awards; archival and historical records experience; project proposals; titles of publications; and other information provided in letters of reference furnished by applicants and in evaluations completed by fellowship institutions and documentary editing projects. Grant application information is submitted to NHPRC through an online grants application system for Federal agencies.

44 U.S.C. 2504 and 2506.

NHPRC maintains grant, fellowship, and Editing Institute application files on individuals in order to: Evaluate the preliminary eligibility of applicants for grants and fellowships; jointly select, with the director of the Editing Institute, applicants to attend the Institute for the Editing of Historical Documents; and oversee grant-making and grant administration programs. NHPRC discloses copies of individuals' grant and fellowship application files to officials of fellowship institutions and documentary editing projects for the purposes of selecting fellows and administering fellowships in archival administration and advanced historical editing. NHPRC discloses copies of individuals' Editing Institute applications to the director of the Editing Institute to select applicants to attend the annual Institute and to determine the most useful areas of instruction for successful applicants. The routine use statements A, F, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in grant, fellowship, and Editing Institute application files may be retrieved by the individual's name and by other information the applicant provided.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Nearly all grant and fellowship application files, and all Editing Institute application files, are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). As of 2011, NARA is no longer collecting new Editing Institute applications. However, on occasion, files for accepted fellowship applications may be selected by the Executive Director for inclusion in grant case files that have met established criteria for permanent retention in the National Archives of the United States. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager is the Executive Director, National Historical Publications and Records Commission. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in grant, fellowship, and Editing Institute application files may be obtained from: Applicants for fellowships in archival administration or advanced historical editing under the NHPRC grant program; applicants for the Institute for the Editing of Historical Documents; references furnished by applicants; and officials of fellowship institutions, documentary editing projects, and the Institute for the Editing of Historical Documents.

Employee-related files may be maintained in supervisory or administrative offices at all NARA facilities.

Individuals covered by this system include former and current NARA employees and relatives of employees of the National Personnel Records Center (NPRC).

Employee-related files consist of a variety of employee-related records maintained for the purpose of administering personnel matters. These files may contain some or all of the following information about an individual: Name; email address, home and emergency addresses and telephone numbers; social security number; birth date; professional qualifications, training, awards, and other recognition; employment history; and information about congressional employee relief bills, conduct, and work assignments. Employee-related records may also include data on the existence of military service records of employees of the NPRC and their relatives (captured using NA Form 13108, Military Service Data of Employee and Relatives). The form is maintained within NPRC employee personnel files to ensure records security and integrity at the Center. Employee-related files do not include official personnel files, which are covered by Office of Personnel Management systems of records OPM/GOVT-1 through 10.

5 U.S.C. generally, and 31 U.S.C. generally.

NARA maintains employee-related files on individuals in order to document NARA employee travel and outside employment activities, and to carry out personnel management responsibilities in general. The routine use statements A, B, C, D, E, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in employee related files may be retrieved primarily by the individual's name, but also by the other categories of information provided, and may, where electronically stored, be full-text searchable.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via identity authentication at workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Employee-related files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system managers for employee-related files are:

1. For files on Washington, DC,-area employees: executive or staff director of the employee's respective office or staff;

2. For files on employees outside the Washington, DC,-area: executive of the employee's respective office; and

3. For files on employees in the Presidential libraries: directors of the individual libraries.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in employee-related files may be obtained from NARA employees and supervisors, and personnel and administrative records.

Some of the material contained in this system of records has been classified in the interests of national security pursuant to Executive Orders 12958, as amended, and 13142.

Investigative case files are located in the Office of Inspector General, and are held for long-term storage at Federal Records Centers.

Individuals covered by this system of records may include: People who have been the source of a complaint or an allegation that has been brought to the OIG, witnesses having information or evidence concerning an investigation, and suspects in criminal, administrative, civil, or other actions. Current and former NARA employees, NARA contract employees, members of NARA's Federal advisory committees, contractors, and members of the public are covered under this system of records when they become subjects of, witnesses to, or are otherwise involved in authorized investigations.

Investigative case files may include: Statements of alleged administrative, ethical, or criminal wrongdoing; reports; related correspondence; exhibits; copies of forms and decisions; summaries of hearings and meetings; notes; attachments; and other working papers. These records may contain some or all of the following information about an individual: name; address; correspondence symbol; telephone number; birth date; birthplace; citizenship; educational background; employment history; medical history; identifying numbers such as social security and driver's license numbers; insurance information; and other information.

5 U.S.C. App. 3.

Pursuant to the Inspector General Act of 1978, Public Law 95-452, and Inspector General Reform Act of 2008, Public Law 110-409, (codified as amended at 5 U.S.C. App. 3), NARA maintains investigative case files on individuals to: Examine allegations and/or complaints of fraud, waste, abuse, and irregularities and violations of laws and regulations; make determinations resulting from these authorized investigations; and facilitate the preparation of statistical and other reports by the Office of Inspector General (OIG). As described in Appendix A, the routine use statements A, B, C, D, E, G, and H also apply to this system of records.

In addition to the disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974 and the specified routine uses described in Appendix A, information in this system may be disclosed pursuant to 5 U.S.C. 552a(b)(3) according to following the routine uses:

1. To qualified individuals or organizations, including, but not limited to, the Council of the Inspectors General on Integrity and Efficiency, authorized Department of Justice officials, and the Federal Bureau of Investigation, performing peer reviews, qualitative assessment reviews, other studies of internal safeguards and management procedures employed in the operation of the OIG, or investigations of actions taken by the OIG.

2. To a court, magistrate, or administrative tribunal in the course of presenting evidence, including disclosures to opposing counsel or witnesses, in the course of civil discovery, litigation, or settlement negotiations, in connection with criminal law proceedings, or in response to a subpoena where arguably relevant to a proceeding.

3. To the Department of Justice for the purpose of litigating an action or seeking legal advice, or for the purpose of obtaining its advice on Freedom of Information Act matters.

4. To third parties during the course of an investigation to the extent necessary to obtain information pertinent to the investigation.

5. To a congressional office in response to an inquiry made at the request of the individual to whom the record pertains; or in accordance with the OIG's duties described in the Inspector General Act of 1978, as amended.

6. To an individual or individuals who are in danger in situations involving imminent danger of death or physical injury.

7. To independent auditors or other private firms or individuals with which the OIG has contracted to carry out an independent audit, or to provide support for audits, reviews, investigations, or other inquiries. These contractors will be required to maintain Privacy Act safeguards with respect to such records.

8. To inform complainants, victims, and witnesses of the results of an investigation or inquiry.

9. To a Federal agency responsible for considering debarment or suspension action if the record would be relevant to such action.

10. To the Office of Management and Budget for the purpose of obtaining its advice on Privacy Act matters.

11. To the Office of Government Ethics to comply with agency reporting requirements established by the Office of Government Ethics in 5 CFR part 2638, subpart F.

12. To the White House, Office of Management and Budget, and other organizations in the Executive Office of the President regarding matters inquired of.

13. To a contractor, subcontractor, or grantee firm or institution, to the extent that the disclosure is in NARA's interest and is relevant and necessary in order that the contractor, subcontractor, or grantee is able to take administrative or corrective action.

14. To the news media and general public, unless the Inspector General determines disclosure to constitute an unwarranted invasion of personal privacy, if:

a. The matter under investigation has become public knowledge;

b. The Inspector General determines that such disclosure is necessary to preserve confidence in the integrity of the OIG investigative process or demonstrate the accountability of NARA officers, employees, or other individuals covered by this system; or

c. A legitimate public interest exists (e.g., to provide information on events in the criminal process, to assist in the location of fugitives, or where necessary for protection from imminent threat of life or property).

15. To individuals performing functions for the OIG while not technically having the status of agency employees, including, but not limited to, student volunteers or individuals working under a personal services contract, if they need access to the records in order to perform their assigned agency functions.

Storage:

Paper records and networked electronic media system with removable media.

Information in investigative case files may be retrieved by the primary investigator's name, case title (which may or may not include the subject's or other individuals' names), or case file number.

During business hours, paper records are maintained in areas accessible only to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Nearly all investigative case 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. However, the retention and disposal of significant investigative case files, such as those that result in national media attention, congressional investigation, and/or substantive changes in agency policy or procedure, are determined on a case-by-case basis. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager is the Inspector General. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in investigative case files may be obtained from any source, such as current and former NARA employees, NARA contract employees, members of NARA's Federal advisory committees, researchers, law enforcement agencies, other Government agencies, informants, educational institutions, the public, and from individuals' employers, references, co-workers, and neighbors.

In accordance with 5 U.S.C. 552a(j)(2), this system of records, to the extent it pertains to the enforcement of criminal laws, is exempted from all provisions of the Privacy Act of 1974, 5 U.S.C. 552a, except subsections (b), (c)(1) and (c)(2), (e)(4)(A) through (F), (e)(6), (7), (9), (10), and (11), and (). This exemption applies to those records and information contained in the system of records pertaining to the enforcement of criminal laws.

In accordance with 5 U.S.C. 552a(k)(1), (k)(2), and (k)(5), this system of records is exempt from subsections (c)(3); (d); (e)(1); (e)(4)(G) and (H); and (f) of the Privacy Act of 1974 if the system of records is:

(1) Subject to the provisions of § 552(b)(1) of this title;

(2) Investigatory material compiled for law enforcement purposes; however, if any individual is denied any right, privilege, or benefit to which the individual would otherwise be entitled by Federal law or otherwise eligible as a result of the maintenance of such material, the material will be provided to that individual, except to the extent that the disclosure of the material would reveal the identity of a source who furnished information to the government under an express promise that the identity of the source would be held in confidence, or, prior to the effective date of the Act, under an implied promise that the identity of the source would be held in confidence; or

(3) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified material, but only to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence, or, prior to the effective date of the Act, under an implied promise that the identity of the source would be held in confidence.

Some of the material contained in this system of records has been classified in the interests of national security pursuant to Executive Orders 12958, as amended, and 13142.

Personnel security records are located in the Office of Business Support Services (Security Management Division).

Individuals covered by the system include: current and former NARA employees; applicants for employment with NARA; contract employees performing services under NARA jurisdiction; and private and Federal agency researchers, experts, and consultants who request access to security-classified records.

Personnel security files may include questionnaires, correspondence, summaries of reports, and electronic logs of individuals' security clearance status. These records may contain the following information about an individual: Name, current address, telephone number, birth date, birthplace, Social Security number, educational background, employment and residential history, background investigative material, and security clearance data.

Executive Order 10450; Executive Order 12958, as amended; Executive Order 12968; Executive Order 13142; and 5 U.S.C. 301.

NARA maintains personnel security records on individuals to make suitability determinations for Federal or contractual employment and to issue and decertify security clearances. Routine use statements A, C, D, F, G, and H, described in Appendix A, apply to this system of records.

Storage:

Paper and electronic records.

Information in the records may be retrieved by the individual's name or social security number.

During business hours, paper records are maintained in locked rooms and/or in three-way combination dial safes with access limited to authorized employees. Electronic records are accessible via password-protected workstations located in secured offices. Information is released to officials on a need-to-know basis only. After hours, buildings have security guards and/or doors are secured, and all entrances are monitored by electronic surveillance equipment.

Personnel security files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager is the Executive for Business Support Services. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in personnel security files may be obtained from: NARA employees; applicants for employment; contractor employees; private and Federal agency researchers, experts, and consultants; law enforcement agencies; other government agencies; intelligence sources; informants; educational institutions; and individuals' employers, references, co-workers, and neighbors.

In accordance with 5 U.S.C. 552a(k)(1), (k)(2), and (k)(5), the personnel security case files in this system of records are exempt from subsections (c)(3); (d); (e)(1); (e)(4)(G), (H), and (I); and (f) of the Privacy Act of 1974, as amended. The system is exempt:

a. To the extent that the system consists of investigatory material compiled for law enforcement purposes; however, if any individual is denied any right, privilege, or benefit to which the individual would otherwise be eligible as a result of the maintenance of such material, the material will be provided to that individual, except to the extent that the disclosure of the material would reveal the identity of a person who furnished information to the government under an express promise that the identity of the person would be held in confidence, or, prior to the effective date of the Act, under an implied promise that the identity of the person would be held in confidence; and

b. To the extent that the system consists of investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified material, but only to the extent that the disclosure of such material would reveal the identity of a person who furnished information to the government under an express promise that the identity of the person would be held in confidence, or, prior to the effective date of the Act, under an implied promise that the identity of the person would be held in confidence. This system has been exempted to maintain the efficacy and integrity of lawful investigations conducted pursuant to NARA's responsibilities in the areas of Federal employment, government contracts, and access to security-classified information.

Order Fulfillment and Accounting System (OFAS) records are maintained in the following locations:

(1) Office of Research Services;

(2) Office of Legislative Archives, Presidential Libraries, and Museum Services;

(3) Office of the Federal Register; and

(4) Office of Business Support Services (Office of the Chief Financial Officer, National Archives Trust Fund Branch).

Individuals covered by this system include: Researchers who order records reproductions at Washington, DC-area facilities, Presidential libraries, and archival custodial units nationwide or online via the archives.gov Web site; and customers who order NARA inventory items, such as microform and printed publications, mementos, and other specialty products from NARA catalogues and other marketing publications.

OFAS records may include: Ordering forms; correspondence; copies of checks, money orders, credit card citations, and other remittances; invoices; and order and accounting information in the electronic system. These records may contain some or all of the following information about an individual: Name, address, telephone number, record(s) or item(s) ordered, and credit card or purchase order information. OFAS records also include user profile data, reproduction order form data, transaction data, and credit card payment data transmitted from NARA Online Ordering System, NARA 37, via an automated XML (Extensible Markup Language) interface that operates within NARA's secure internal network.

44 U.S.C. 2116(c) and 2307.

NARA maintains OFAS records on individuals to: Receive, maintain control of, and process orders for Point of Sale and other fee items; bill customers for orders; maintain payment records for orders; process refunds; and provide individuals with information on other NARA products. Customer order information may be initially disclosed to a NARA agent, a bank that collects and deposits payments in a lockbox specifically used for crediting order payments to the National Archives Trust Fund. NARA may also disclose information in OFAS records to process customer refunds to the Bureau of Public Debt (BPD), which provides NARA's financial and accounting system under a cross-servicing agreement. The routine use statements A, E, F, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in OFAS records may be retrieved by the individual's name or the OFAS transaction number. Information in electronic records may also be retrieved by the invoice number or zip code.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices. Credit card information is compartmentalized so that it is available only to those NARA employees responsible for posting and billing credit card transactions. After hours, buildings have security guards and/or doors are secured and all entrances are monitored by electronic surveillance equipment.

OFAS records are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

For OFAS records: Executive for Business Support Services.

The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in OFAS records is obtained from customers, NARA employees or agents who are involved in the order process, and BPD employees who process refunds.

Volunteer and unpaid student intern files may be maintained in supervisory or administrative offices at all NARA facilities that use volunteer or student workers.

Individuals covered by this system include people who have applied to be NARA volunteers or unpaid student interns.

Volunteer or unpaid student intern files consist of a variety of records maintained by operating officials to administer personnel matters affecting volunteers and unpaid student interns. Records may include: applications for volunteer/unpaid intern service and for building passes, registration forms, other administrative forms, correspondence, resumes, letters of recommendation, college transcripts and forms, performance assessments, and copies of timesheets. Volunteer/unpaid student intern files may include some or all of the following information about an individual: Name; email address; home and emergency addresses and telephone numbers; Social Security number; birth date; professional qualifications, training, awards, and other recognition; employment history; information about injuries, conduct, attendance, years of service; forms related to the volunteer code of conduct; and work assignments. This system of records does not include official personnel files, which are covered by Office of Personnel Management systems of records OPM/GOVT-1 through 10.

44 U.S.C. 2105(d); and generally, 5 and 31 U.S.C.

NARA maintains volunteer/unpaid student intern files on individuals to: evaluate individuals who apply to serve as volunteers, docents, interns, and work study students at NARA facilities; assign work and monitor performance; and carry out personnel management responsibilities that affect those volunteers. NARA may disclose volunteer information to volunteer associations or NARA support foundations that support and help organize volunteers. NARA may disclose attendance and performance information on interns and work study students to colleges and universities that oversee those individuals in student internships and work study programs. The routine use statements A, B, C, D, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in volunteer/unpaid student intern files may be retrieved primarily by the individual's name.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Volunteer/unpaid student intern files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system managers for volunteer and unpaid student intern files are:

1. For files located in a Presidential library: director of the individual library;

2. For files on Washington, DC,-area volunteers/unpaid student interns: executive or staff director of the volunteer/intern's respective office or staff; and

3. For files on volunteers/unpaid student interns outside the Washington, DC,-area: executive of the volunteer/intern's respective office.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in volunteer files is obtained from the volunteers themselves, NARA supervisors, people listed as references in applications submitted by volunteers, and educational institutions.

Contracting officer and contracting officer's representative (COR) designation files are maintained in the Office of Business Support Services (Office of the Chief Financial Officer, Acquisitions Services Branch).

Individuals covered by this system include current and former NARA employees who have been appointed as NARA contracting officers, government credit card holders, and CORs in accordance with Federal Acquisition Regulations (FAR) and internal procurement procedures.

Contracting officer and COR designation files may include: Standard Forms 1402, Letter of Appointment; correspondence; copies of training course certificates; copies of training forms; and lists. These files may contain some or all of the following information about an individual: Name, address, NARA correspondence symbol, telephone number, position title, grade, procurement authorities, and information about procurement training and government credit cards issued.

44 U.S.C. 2104; and 48 CFR 1.603 generally.

NARA maintains contracting officer and COR designation files in order to administer procurement certification and training programs for NARA contracting officers, credit card holders, and CORs in accordance with the FAR and internal procurement procedures. The routine use statements A, F, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in contracting officer and COR designation files may be retrieved by the Individual's name or by NARA correspondence symbol.

During business hours, records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Contracting officer and COR designation files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Electronic files are periodically updated and purged of outdated information. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager for contracting officer and COR designation files is the Executive for Business Support Services. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in contracting officer and COR designation files may be obtained from the individuals on whom records are maintained, NARA supervisors, and organizations that provide procurement training or issue government credit cards.

Records are located in the Office of General Counsel.

Individuals covered by this system include: current and former NARA employees, other Federal agency employees, and individual members of the public who have filed a legal claim (e.g., tort claim or a personnel claim) against NARA or are the subject of a case file.

Records in the system may contain some or all of the following information about an individual: Name, Social Security number, position description, grade, salary, work history, complaint, credit ratings, medical diagnoses and prognoses, and doctor's bills. The system may also contain other records such as: case history files, copies of applicable law(s), attorney working papers, testimony of witnesses, background investigation materials, correspondence, damage reports, contracts, accident reports, pleadings, affidavits, estimates of repair costs, invoices, financial data, and other data.

5 U.S.C. 552; 5 U.S.C. 552a; 5 U.S.C., Part II; and 28 U.S.C. 1291, 1346(b)(c), 1402(b), 1504, 2110, 2401(b), 2402, 2411(b), 2412(c), 2671-2680.

Records are used to make determinations on tort and employee claims and for internal statistical reports. Information may be disclosed to: another Federal agency to process payments for approved claims; and the Department of Justice for review, settlement, defense, and prosecution of claims and law suits arising from those claims. The routine use statements A, B, C, E, F, and G, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information may be retrieved by the individual's name or, when stored electronically, may be full-text searched and retrieved through relevant search results.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or a through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Tort and employee claim files are temporary records and are destroyed in accordance with disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager is the General Counsel. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in this system of records comes from one or more of the following sources: Federal employees and private parties involved in torts and employee claims, witnesses, and doctors and other health professionals.

Records are located in the Office of General Counsel.

Individuals covered by this system include current and former NARA employees against whom a garnishment order has been filed.

Records in the system may contain some or all of the following information about an individual: Name, Social Security number, address or other contact information, position title and NARA unit, salary, debts, and creditors.

5 U.S.C. Part II; 42 U.S.C. 659; 11 U.S.C. 1325; and 5 U.S.C. 15512 to 5514, 5517, 5520.

Records are used to process garnishment orders. Information is disclosed to the National Business Center, acting as NARA's payroll agent, to process withholdings for garnishments. The routine use statements E, F, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information may be retrieved by the individual's name or, when stored electronically, may be full-text searched and retrieved through relevant search results.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Garnishment files are temporary records and are destroyed in accordance with disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager is the General Counsel. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in this system of records comes from courts that have issued a garnishment order and NARA personnel records.

Alternate Dispute Resolution (ADR) files are maintained by the Office of General Counsel.

Individuals covered by this system include NARA staff and former staff who participate in the ADR process, the agency's Dispute Resolution Specialist and Deputy Dispute Resolution Specialist, the agency's RESOLVE contact, members of the ADR panel (representatives from the equal employment opportunity office, the diversity program, the Human Capital Office, and the local American Federation of Government Employees (AFGE) union and contractor personnel used as mediators in the ADR process.

ADR files may include: Written and electronic (sometimes sensitive) communication between the employee or former employee, participant representative(s), Dispute Resolution Specialist and Deputy Dispute Resolution Specialist, the agency's RESOLVE contact, members of the ADR panel, and the contracted mediator; procurement data; invoices for services; and ADR case files. The system may contain the following information about an individual: Name, home and office addresses, telephone number, social security number, dollar value of services rendered by the contractor, previous employment disputes, and the contractor's education and employment experience.

Public Laws 101-552 and 104-320, as amended.

NARA maintains ADR files in order to facilitate the Alternative Dispute Resolution program at the agency. These records may be used by an employee or former employee in the course of resolving a dispute, by members of the dispute resolution staff facilitating dispute resolution and payment of contractors, and by the contract mediators performing services and invoicing for an ADR case. The routine use statements A, F, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in the records may be retrieved by: The individual's name; the work site location; a numeric case file number; or the type of request.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After hours, buildings have security guards and/or doors are secured and all entrances are monitored by electronic surveillance equipment.

Agency Alternate Dispute Resolution files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager for ADR program files is the General Counsel. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in the agency Alternate Dispute Resolution program files is obtained from NARA staff and former staff, participant representative(s), the dispute resolution staff, the ADR panel, and the contracted mediators.

The agency's development and donor files are maintained by the Office of Strategy and Communications (Development Staff), and the Office of Business Support Services (Office of Chief Financial Officer, National Archives Trust Fund Division).

Individuals covered by this system include people who donate money or other gifts to NARA, the Foundation for the National Archives, and prospective donors and other people contacted by the development staff, the Archivist of the United States, and other NARA officials.

Development and donor files may include: Individual's and organization's contact, biographical, and demographic information; donor background information, interests, affiliations, and giving history, including their relationship and participation with the agency and its stakeholders; prospect management data such as interests, affiliations, cultivation and solicitation of gifts, strategy reports, and talking points; information on gifts and pledges and miscellaneous information about each gift; and record of acknowledgment packages and solicitation letters, including membership cards, receipts, reminders, renewal notices, program notices, and invitations and attendance at special events.

44 U.S.C. 2112(g)(1) and 2305.

NARA maintains development and donor files in order to facilitate the Archivist of the United State's gift solicitation and receipt authority on behalf of NARA. The information in these files may be shared, but not for redistribution, with the member (must be personal to the member, not shared between members) and staff, Foundation Board directors, and contractors of the Foundation for the National Archives, which is a non-governmental, 501(c)(3) organization that supports NARA programs and activities by soliciting, receiving, expending, and otherwise utilizing monetary donations and other gifts on behalf of NARA programs. The routine use statements A, E, F, G, and H described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in the records may be retrieved by the individual's name or the organization, interest, project, or gift level with which the individual is associated.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After hours, buildings have security guards and/or doors are secured and all entrances are monitored by electronic surveillance equipment.

Development and donor files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system managers for development and donor files are:

1. For files relating to the activities of the Foundation for the National Archives: Chief Strategy and Communications Officer; and

2. For files relating to the activities of the National Archives Trust Fund Board: Executive for Business Support Services.

The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in the development and donor files is obtained from the Foundation for the National Archives and by the Center for the National Archives Experience in its daily business activities, including communications with, and cultivation and solicitation of, prospective donors and members and publicly-available NARA sources.

The agency's ethics program files are maintained by the Office of General Counsel (Designated Agency Ethics Official).

Individuals covered by this system include NARA employees and former employees who request ethics guidance from the agency's ethics staff.

Ethics program files may include: Employee memoranda and correspondence, notes taken by the ethics staff, memoranda summarizing oral advice, information about outside employment, and electronic records. These files may contain the following information about an individual: Name, address, email address, position, job duties, supervisor information, telephone number, and other information collected by NGC from the employee in the course of providing ethics advice or answering employee questions.

Executive Orders 12674 and 12731; and 5 CFR Parts 2638 and 7601.

NARA maintains ethics program files on employees to document advice and opinions provided by NGC on ethics matters, and to maintain a historical record of ethics opinions that may be used in future ethics cases. Routine use statements A, D, E, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in agency ethics program files may be retrieved by the employee's name or date.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Agency ethics program files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager for ethics program files is the Designated Agency Ethics Official. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in ethics program files is obtained from NARA employees, former employees, and the agency's ethics staff.

This automated system includes data hosted on a dedicated server located at the National Archives in College Park, MD. Its users are located in the National Personnel Records Center (NPRC) and the National Archives at St. Louis in St. Louis, MO.

Individuals covered by this system include those who request information from, or access to, inactive military personnel, medical, and organizational records in the NPRC (Military Personnel Records Division) and the National Archives at St. Louis' physical custody. People who are the subjects of these inactive records are also covered. In addition, this system covers current and former Federal civilian employees whose paper personnel records have been transferred to the NPRC (Civilian Personnel Records Division) for scanning, transmission to OPM's electronic personnel (eOPF) system, and/or storage at the NPRC (Civilian Personnel Records Division) or the National Archives at St. Louis.

CMRS files may include: Correspondence, including administrative forms used for routine inquiries and replies, between NARA staff and requesters; stored copies of frequently requested documents from individual official military personnel files (OMPFs); production and response time data used for internal reporting purposes; and databases used to respond to requests. These files may contain some or all of the following information about an individual: Name, address, telephone number, position title, name of employer, institutional affiliation, requested records' identification numbers, Social Security number/service number, previous military assignments, and other information furnished by the requester. CMRS files may also include the name and social security number of the subject of the Federal civilian employee personnel file.

44 U.S.C. 2108, 2110, and 2907.

NARA maintains CMRS files to: Maintain control of records being requested for either internal or external use, establish employee and requester accountability for records, prepare replies to requesters' reference questions, record the status of requesters' requests and NARA replies to those requests, and facilitate the preparation of statistical and other aggregate reports on employee performance and requester satisfaction. The routine use statements A, C, D, E, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Electronic records.

Information in CMRS files may be retrieved by the subject of the record's name, or social security/military service number. By use of a querying capability, information may also be retrieved by a system-assigned request number, by a veteran's name and date of birth, and by requester-supplied information, such as name and address, phone number, or email address.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible to authorized NARA personnel via password-protected workstations located in attended offices. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

CMRS system records are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The CMRS system manager is the Director, National Personnel Records Center. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

CMRS file information is obtained from requesters, NARA employees who maintain the file, the military service or department in which the subject of the record served, and from the Federal agency with which the subject of the record was/is employed.

The transit subsidy program files are maintained in the Office of Business Support Services (Facility and Property Management Division).

All NARA employees who have enrolled in the PTSP are covered by this system, including: Full-time employees; part-time employees; intermittent employees; temporary employees; and students.

PTSP files contain information on NARA employees that is used to document the distribution of transportation subsidies. These files contain information submitted by both current and non-current participants on NA Form 6041, Application--Public Transit Subsidy Program, and NA Form 6041a, Expense Worksheet. They include: Name; email address; home address; last four digits of Social Security number; NARA unit; and NARA work phone number.

44 U.S.C. 2104; and Executive Order 13150.

NARA maintains PTSP files on individuals in order to: Provide the Department of Transportation with the names, last four digits of Social Security numbers, and addresses of NARA employees who have enrolled in the PTSP or are members of qualified vanpools; and to verify employee compliance with the rules of the program. The routine use statements A, F, and H, described in Appendix B, also apply to this system.

Storage:

Paper forms (NA 6041, Application--Public Transit Subsidy Program) and electronic records.

Information in PTSP files may be retrieved by the individual's name.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible to authorized personnel via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

Records in the PTSP files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

The system manager for PTSP files is the Executive for Business Support Services. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

PTSP file information is obtained from individuals who have furnished information to the NARA PTSP.

Order Online! is an automated application hosted in NARA's data center in College Park, Maryland.

Individuals covered by this system include researchers who order reproductions of NARA archival materials at www.archives.gov.

Order Online! records may include: User login data (.e., user ID and password; user profile data (e.g., name, address, phone number); credit card payment data (e.g., card type, card number, expiration date); reproduction order form data (e.g., detailed information describing the requested archival record); and transaction data (e.g., system-generated order identification information such as order number, order date, order type).

44 U.S.C. 2116(c), 2307, and 3504.

Records maintained in the system are used only for order entry, order validation, order processing, payment processing, and order fulfillment. The public may use the Order Online! system to complete and submit a reproduction order to NARA. Each night, Order Online! submissions are sent to NARA's Order Fulfillment and Accounting System (OFAS--NARA 25) via an automated XML (extensible markup language) interface that operates within NARA's secure internal network. Order Online! maintains profile data (e.g., name, address, phone number) for researchers who initiate reproduction orders. The profile data is used to automatically complete the payment and/or shipping address sections of the order form so that customers do not have to manually re-enter the information. Neither NARA nor its agents use Order Online! customer profile data for other purposes. The routine use statements A, E, and F, described in Appendix A, apply to this system of records.

Storage:

Electronic records.

Information in the Order Online! records may be retrieved by the NARA customer using his or her user ID and password. Also, summary order data (order number, master number [OFAS order number]), status (e.g., received, processing, shipped, cancelled) and submission date) may be retrieved by the customer or the NARA customer service agent using the order number.

Access to the data center that houses the Order Online! system is restricted to approved systems administrators and, with the exception of a limited number of operations staff, is limited to normal business hours. Electronic records are accessible only on a "need to know basis" using controlled logins and passwords from terminals located in attended offices. Credit card information is compartmentalized so that it is available only to those NARA employees responsible for posting and billing credit card transactions. The National Archives at College Park has 24-hour security guards, controlled entrances, and electronic surveillance.

Order Online! records 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.

The system manager for Order Online! records is the Executive for Research Services. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR part 1202.

Information in Order Online! records is obtained from NARA customers, employees, or agents who are involved in the order process, and General Services Administration (GSA) employees who process refunds.

Visitor Ticketing Application Files are maintained at individual Presidential libraries.

Individuals covered by this system include people who purchase tickets to Presidential libraries, serve as points of contact for groups visiting the Presidential libraries, and are invited guests to special events at the libraries.

VISTA files may include the following information on an individual: Name, mailing address, telephone number, email address, and credit card information.

44 U.S.C. 2108, 2111 note, and 2203(f)(1).

NARA maintains the VISTA files on individuals to: Store information on groups that interact with the library; conduct outreach with the points of contact in these groups in order to maintain visitor levels and improve service; study visitor data over time; and store information on those attending special events. The information may be disclosed to support foundations of the Presidential libraries. The routine use statements A, C, E, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Electronic records.

Information in the records may be retrieved by the individual's name or any of the other categories of information in the database.

Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

The majority of VISTA files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Credit card data files and museum admission and facility rental payment records are unscheduled records and therefore are retained until the Archivist of the United States approves dispositions.

The system managers for the VISTA files are the directors of the individual Presidential libraries. The business addresses for these system managers are listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in the VISTA files is obtained from visitors and from NARA employees who maintain the files.

Individuals covered by this system include people who purchase tickets to Presidential libraries, serve as points of contact for groups visiting the Presidential libraries, and are invited guests to special events at the libraries.

VSS files may include the following information on an individual: name, mailing address, telephone number, e-mail address, and credit card information.

44 U.S.C. §§ 2108, 2111 note, 2112, and 2203(f)(1)

NARA maintains the VSS files on individuals to: store information on groups that interact with the library; conduct outreach with the points of contact in these groups to maintain visitor levels and improve service; study visitor data over time; communicate confirmation letters to visitors, and store information on those attending special events. Libraries may disclose the information to support their Presidential library foundations, and where a library is co-located with a National Park, to the National Park Service. The routine use statements A, C, E, F, G, and H, described in Appendix A, also apply to this system of records.

Storage:

Electronic records

RETRIEVABILITY:

Staff may retrieve information in the records by the individual’s name or any of the other categories of information in the database.

Staff access the electronic records via password-protected workstations located in attended offices or through a secure, remote-access network. After business hours, buildings have security guards and/or secured doors, and electronic surveillance equipment monitors all entrances.

NARA retains and disposes of the records in accordance with the NARA Records Control Schedule and the General Records Schedules approved by the National Archives and Records Administration.

The system manager is the Director, Office of Presidential Libraries. The business address for the system manager is listed in Appendix B.

People inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA’s rules for contesting the contents of a person’s records and appealing initial determinations are in 36 CFR Part 1202.

NARA obtains information in the VSS files from visitors and from NARA employees who maintain the files.

The OGIS case files are maintained in the Office of Agency Services (Office of Government Information Services).

Individuals covered by this system include people who request OGIS assistance in connection with filing a Freedom of Information Act (FOIA) or Privacy Act request or appeal to any Federal department or agency.

The OGIS case files include: Correspondence, case notes, FOIA and Privacy Act request letters, appeal letters, agency replies to original requests and appeals, supporting documents, research, and other administrative forms used in the process. These files may also contain information or determinations furnished by, and correspondence with, other Federal agencies. OGIS case files may contain some or all of the following information about an individual: Name, address, telephone number, email address, Federal inmate register number, research interests, other information provided by the requester and by other agencies, and copies of documents furnished to the requester.

5 U.S.C. 552a(a)(3), as amended.

OGIS maintains case files on individuals to record: Requests for assistance, actions taken on cases, and the status of cases in logs and databases.

In addition, OGIS also serves as the FOIA Ombudsman in connection with its mission to review agency compliance with the FOIA. In this role, OGIS captures and addresses systematic problems in FOIA administration. In facilitation of this role, individual case problems may serve as one of the bases to establish current systematic trends in the process. For this function, OGIS removes personal information and uses the remaining information anonymously for statistical purposes.

OGIS may disclose information in case files to agencies that have an equity in the subject FOIA or Privacy Act request or appeal in order for those agencies to participate in informal or formal mediation efforts. The routine use statements A, E, F, G and H, described in Appendix A, also apply to this system of records.

Storage:

Paper and electronic records.

Information in OGIS case files may be retrieved by the individual's name or an alphanumeric case file number.

OGIS case files are at all times maintained in buildings with security guards or secured doors, and all entrances are monitored by electronic surveillance equipment. During business hours, paper records are accessible only by authorized NARA personnel. Electronic records are accessible via password-protected terminals located in attended offices or via a secure remote access system. After business hours, or when OGIS personnel are not present in the offices, the OGIS offices are secured in addition to building security.

OGIS case files are temporary records and are destroyed in accordance with the disposition instructions in the NARA records schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

For OGIS case files, the system manager is the Executive for Agency Services. The business address for this system manager is listed at Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in OGIS case files is obtained from people who request assistance in connection with the submission of a FOIA or Privacy Act request or appeal to a Federal agency, and from agencies that have acted on the request or appeal.

Use of space case files are maintained at the individual Presidential library that received the request for use.

Individuals covered by this system include people who request permission to use Presidential libraries and grounds and people sponsoring, promoting, conducting, or supervising activities associated with such requests.

Use of space case files include: Applications, correspondence, supporting documents, research, and other administrative forms used in the process. Case files may contain some or all of the following information about individuals: Names, addresses, telephone numbers, email addresses, credit card information, copies of documents furnished to the requester, and any additional information provided by the requester.

5 U.S.C. 552a(a)(3), as amended; and 44 U.S.C. 2104(a), as amended.

NARA maintains the application forms and related information concerning applicants and other involved people, actions taken on requests, and schedules and status information concerning approved events.

Storage:

Paper and electronic records.

Information in these case files may be retrieved by the event's name or date.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

NARA case files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule supplement to 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.

For these case files, the system managers are the directors of the individual Presidential libraries.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix Bat the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in these case files is obtained from people who request use of the Presidential libraries and grounds and people sponsoring, promoting, conducting, or supervising activities associated with such requests.

The contestant application files are maintained in the regional archives, Presidential library, or NARA headquarters facility that organized the competition, contest, or challenge. Contestant application information may also be maintained electronically on the Web site through which the contest was conducted, such as www.challenge.gov.

Individuals covered by this system include people who entered contests conducted by NARA.

Contestant applications files may contain some or all of the following information: The user name under which the entry was submitted, name, email address, mailing address, phone number, contestant submission, prize information if one was awarded, parental or legal guardian information in the event the applicant was a minor, grant of license to use intellectual property associated with the contest submission, and any additional information provided by the contestant related to the administration of the competition.

5 U.S.C. 552a(a)(3), as amended, 42 U.S.C. 1861, as amended, and 44 U.S.C. 2104(a)

NARA maintains contest applicant information and related information to conduct contests, competitions, and challenges. Routine uses A, B, C, D, E, F, G, and H listed in Appendix A apply to this system.

Storage:

Paper and electronic records.

Information in these case files may be retrieved by the contestant's user name or location, contest information, or other field provided by the electronic platform on which the contest is hosted.

The case files are at all times maintained in buildings with secured doors. During business hours records are accessible by authorized NARA personnel. Electronic records are accessible via secure user names and passwords. After business hours, or when NARA personnel are not present in the offices, the paper records are secured in locked filing cabinets.

NARA contestant application files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule supplement to 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.

For these case files, the system manager is Chief Innovation Officer. The business address for this system manager is listed in Appendix B.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in these contestant application files is obtained from people who participate in contests organized by NARA.

ICN files are maintained electronically on servers under the control of the National Technical Information Center as part of the Department of Commerce. NTIS servers are located in Alexandria, Virginia.

Individuals covered by this system include all ICN users, who are solely National Archives employees.

ICN files may include any of the following information about users in the user profile: Name, title, department, home address, work address, home phone, work phone, mobile phone, hire date, biography, expertise, personal email, and official duty station. Users are not required to share information other than name and work email. Users may collaborate on the network to create other files including: discussion threads, interest groups, project plans, tasks, ideas, and documents.

5 U.S.C. 552a(a)(3), as amended, and 44 U.S.C. 2104(a), as amended.

NARA maintains ICN files for the benefit and use of all ICN users to enhance communication and collaboration among all users and to facilitate the work flow among all NARA locations and offices. The routine use statements A, B, C, D, E, F, G, and H described in Appendix A apply to this system of records.

Storage:

Electronic records.

Information in these case files may be retrieved by keyword or the individual's name. All content is fully searchable and indexed.

The files are at all times maintained in a secure network environment, in compliance with the Federal Information Management and Security Act system security requirements at a moderate-impact system level.

NARA ICN files are unscheduled at this time.

The system manager is the Chief Innovation Officer. The business address for this system manager is listed in Appendix B

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in the ICN is obtained directly from the ICN users, except in cases of name and work email address, which is populated automatically by the system.

Reasonable accommodation request files are maintained in the Office of Equal Employment Opportunity. Files may also be maintained in the Office of Human Capital (Labor/Employee Relations and Benefit Branch).

Individuals covered by this system include current and former NARA employees and applicants who request reasonable accommodation under the Rehabilitation Act, and any family member, health professional, or other person making such a request as a representative of a NARA employee or applicant.

Reasonable accommodation request records may contain some or all of the following records: Requests for reasonable accommodation, including medical records, notes, or records made during consideration of requests; and decisions on requests. These records may contain: The employee or applicant's name, email address, mailing address, phone number, medical information, and any additional information provided by the employee related to processing the request. If an accommodation request is made by a family member, health professional, or other representative of a NARA employee or applicant, the records may also contain the requestor's name, email address, mailing address, phone number, and any additional information provided by the requestor related to processing the request.

5 U.S.C. 552a(a)(3), as amended, 29 U.S.C. 791, 44 U.S.C. 2104(a), as amended, the Americans with Disabilities Act of 1990, as amended, Executive Order 13164, and 29 CFR Part 1614.

Routine uses A, B, C, D, E, F, G, and H listed in Appendix A apply to this system.

Storage:

Paper and electronic records.

Information in these case files may be retrieved by the employee or applicant's name, or request number.

During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

NARA reasonable accommodation request records are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule supplement to 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.

1. For reasonable accommodation files located in the EEO office: Director, Office of Equal Employment Opportunity; and

2. For reasonable accommodation files located in the Labor and Employee Relations Branch: Chief Human Capital Officer.

The business address for these system managers are listed at Appendix B.

Individuals interested in inquiring about their records should notify the NARA Privacy Act Officer at the Privacy Act Office, Room 3110, National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740-6001.

People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR Part 1202.

Information in these reasonable accommodation files is obtained from NARA employees and applicants who request reasonable accommodation under the Rehabilitation Act, any family member, health professional, or other person making such a request as a representative of a NARA employee or applicant, and any health professional or other person providing information on behalf of a NARA employee or applicant.

Unclassified

The Office of the Chief Operating Officer at the National Archives in College Park maintains insider threat program records. The system address is the same as the system manager address.

The system manager for insider threat program records is the Chief Operating Officer. The business addresses for system managers are listed in Appendix B, republished September 27, 2018. As system manager contact information is subject to change, for the most up-to-date information visit our website at www.archives.gov/privacy/inventory.

44 U.S.C. 2104(a), as amended;

44 U.S.C. 3554, Federal agency responsibilities;

44 U.S.C. 3557, National security systems;

Section 811 of the Intelligence Authorization Act for FY 1995;

Executive orders 9397, 12829, 12968, 13467, 13587, 13526, 12333, and 10450;

Presidential Memorandum, National Insider Threat Policy and Minimum Standards for Executive Branch Insider Threat Programs, November 21, 2012;

Presidential Memorandum, Early Detection of Espionage and Other Intelligence Activities through Identification and Referral of Anomalies, August 23, 1996; and

Presidential Decision Directive/NSC-12, Security Awareness and Reporting of Foreign Contacts, August 5, 1993.

NARA established its insider threat program to consolidate and analyze insider threat information as mandated by Executive Order 13587, issued October 7, 2011. The Order requires Federal agencies to establish an insider threat detection and prevention program to ensure the security of classified networks and responsible sharing and safeguarding of classified information, consistent with appropriate protections for privacy and civil liberties. We maintain a centralized hub for insider threat analysis to (1) manually and electronically gather, integrate, review, assess, and respond to information derived from internal and external sources; (2) identify, deter, detect, and mitigate potential insider threat concerns; (3) conduct appropriate inquiries, investigations, and similar activities to resolve the concerns; and (4) manage insider threat program requirements such as tracking referrals of potential insider threats to internal and external partners and providing statistical reports.

This system covers: (1) people who have been granted eligibility to access classified information within NARA facilities; (2) Presidential representatives granted eligibility to access classified information at Presidential libraries; and (3) members of the Public Interest Declassification Board. These individuals may include NARA civilian employees, NARA contractor personnel, and officials or employees of Federal, state, tribal, territorial, and local law enforcement organizations affiliated or working with NARA if NARA has granted them access to classified information based on an eligibility determination made by NARA or another Federal agency authorized to do so.

A. We monitor user activity on all information technology networks or stand-alone systems, including use by both cleared and un-cleared employees. The Insider Threat Program may use this information to detect activity that might indicate insider threat behavior. The system includes records from this activity, including monitoring logs and insider threat analyses.

B. In addition, we may include or derive records containing information from:

(1) Responses to information requested by official questionnaires (e.g., SF 86, Questionnaire for National Security Positions);

(2) Information on foreign contacts and activities; association records; information on loyalty to the United States; and other agency reports furnished to NARA or that we collect in connection with personnel security investigations, continuous evaluation for eligibility for access to classified information, and its insider threat detection program operated pursuant to Federal laws, executive orders, and NARA regulations. These records can include, but are not limited to, reports of personnel security investigations completed by investigative service providers (such as the Office of Personnel Management);

(3) Nondisclosure agreements; document control registries; courier authorization requests; derivative classification unique identifiers; requests for access to special access program (SAP) information and sensitive compartmented information (SCI); facility access records; security violation files; travel records; foreign contact reports; briefing and debriefing statements; other information and documents required in connection with personnel security adjudications; and financial disclosure filings.

(4) Records from other NARA Privacy Act systems of records. When this occurs, records from those other systems will also become part of this system of records.

(5) NARA office or program records, databases, or sources, including: incident reports; investigatory records; personnel security records; facility access records; network security records; security violations; payroll information; credit reports; travel records; foreign visitor records; foreign contact reports; financial disclosure reports; personnel records (including benefits information, performance evaluations, disciplinary files, and training records); counseling statements; equal employment opportunity complaints; outside work and activities requests; medical records; substance abuse and mental health records of individuals undergoing law enforcement action or presenting an identifiable imminent threat; personal contact records; audit data; information regarding misuse of a NARA device; information regarding unauthorized use of removable media; logs of printer, copier, and facsimile machine use; and records involving potential insider threats or activities.

(6) Records containing particularly sensitive or protected information, including information held by special access programs, law enforcement, inspector general, or other investigative sources or programs.

C. The records in this system of records may contain the following information on an individual:

(1) full name; former names and aliases; social security number; date and place of birth; mother’s maiden name;

(2) prior and current security clearance, security eligibility, investigative, and adjudicative information (including information collected through continuous evaluation);

(3) current and former home and work addresses and residential history; personal and official phone numbers and email addresses; other contact information;

(4) driver’s license information; vehicle identification and license plate numbers;

(5) ethnicity, gender, and race; tribal identification number or other tribal enrollment data;

(6) identifying numbers from access control passes or identification cards;

(7) employment and educational history, including degrees earned; military record information and selective service registration record;

(8) financial record information and credit reports;

(9) arrest reports and criminal history; references to illegal drug involvement and records related to drug or alcohol use;

(10) mental health records, including counseling related to use of alcohol or drugs;

(11) civil court action records;

(12) subversive activity information;

(13) outside affiliations; names of associates and references with their contact information; the name, date and place of birth, social security number, and citizenship information on spouses and cohabitants; the name, date and place of birth, citizenship, and address for dependents, and relatives; the name and marriage information for current and former spouses;

(14) citizenship information; passport information;

(15) fingerprints; hair and eye color; biometric data; height and weight; and any other individual physical or distinguishing attributes.

D. Investigation records and incident reports may include additional information on an individual, such as: photos, video, sketches, medical reports, network use records, identification badge data, facility and access control records, email, and text messages.

E. The records may also include information concerning potential insider threat activity, counterintelligence complaints, investigative referrals, results of incident investigations, case numbers, forms, nondisclosure agreements, consent forms, documents, reports, and correspondence received, generated, or maintained in the course of managing insider threat activities and conducting investigations related to potential insider threats.

F. Finally, this system contains records of inquiries the hub creates in the course of managing the Insider Threat Program. An inquiry record is akin to a case file on a possible insider threat, and may contain any of the information described above, in addition to investigatory records such as interview notes, analysis of the potential threat, voluntary statements to investigators, and similar documents.

We may obtain or derive information in the system from:

(1) NARA office and program officials, employees, contractors, and other individuals associated with or representing NARA;

(2) relevant NARA and contractor records, databases, and files, including: personnel security files, human resources files, facility access records, telephone usage records, user activity monitoring information, Office of the Chief Information Officer and information assurance files, Inspector General records, security incident or violation files, network security records, investigatory records, visitor records, travel records, foreign visitor or contact reports, and financial disclosure reports;

(3) other NARA Privacy Act systems of records, which include: NARA 8: Restricted and Classified Records Access Authorization Files; NARA 11: Credentials and Passes; NARA 12: Emergency Notification Files and Employee Contact Information; NARA 14: Payroll, Attendance, Leave, Retirement, Benefits, and Electronic Reporting System Records; NARA 17: Grievance Records; NARA 18: General Law Files; NARA 19: Workers' Compensation Case Files; NARA 22: Employee-Related Files; NARA 23: Office of Inspector General Investigative Case Files; NARA 24: Personnel Security Files; NARA 27: Contracting Officer and Contracting Officer's Representative (COR) Designation Files; NARA 28: Tort and Employee Claim Files; NARA 30: Garnishment Files; NARA 32: Alternate Dispute Resolution Files; NARA 34: Agency Ethics Program Files; and NARA 43: Internal Collaboration Network (ICN);

(4) responses to information requested by official questionnaires (e.g., SF 86, Questionnaire for National Security Positions);

(5) external sources including security databases and files; officials and records from other Federal, tribal, territorial, state, and local government organizations; special access programs, law enforcement, inspector general, or other investigative sources or programs; and other agency reports furnished to NARA or that we collect in connection with personnel security investigations, continuous evaluation for eligibility for access to classified information, and its insider threat detection program; and

(6) publicly available information.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside NARA as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

(1) to the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person's behalf to the extent the records have not been exempted from disclosure pursuant to 5 U.S.C. 552a(j)(2) and (k)(2);

(2) to an official of another Federal agency to provide information the agency needs to perform official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains;

(3) to state, local, and tribal governments to provide information in response to a court order or litigation discovery requests;

(4) to the Office of Management and Budget during legislative coordination and clearance as mandated by OMB Circular A-19;

(5) to the Department of the Treasury to recover debts owed to the United States;

(6) to the Department of Justice, the Federal Bureau of Investigation, the Department of Homeland Security, and other Federal, state and local law enforcement agencies to refer potential insider threats to them and exchange information on insider threat activity;

(7) to any criminal, civil, or regulatory authority (whether Federal, state, territorial, local, or tribal) to provide background search information on individuals for legally authorized purposes, including but not limited to background checks on individuals residing in a home with a minor or individuals seeking employment opportunities requiring background checks;

(8) to appropriate agencies, entities, and people when (1) we suspect or confirm that there has been a breach of the system of records, (2) we determine that, as a result of the suspected or confirmed breach, there is a risk of harm to individuals, NARA (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and people is reasonably necessary to assist our efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm;

(9) to another Federal agency or Federal entity, when we determine that information from this system of records is reasonably necessary to assist the recipient agency or entity to (1) respond to a suspected or confirmed breach or (2) prevent, minimize, or remedy 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; and

(10) routine uses A, B, C, D, E, F, and G listed in Appendix A (78 FR 77255, 77287) also apply to this system.

Paper and electronic records

Staff may retrieve information in these records by the employee’s name, social security number, by search, or by any available field or metadata element recorded in the system.

NARA insider threat program records are unscheduled records; NARA therefore retains them until the Archivist of the United States approves dispositions for them. We anticipate a General Records Schedule item for Insider Threat Records will be issued for Government-wide use.

During normal hours of operation, we maintain paper records in areas accessible only by authorized NARA personnel. Authorized NARA personnel access electronic records via password-protected workstations located in attended offices or through a secure remote access network. After hours, buildings have security guards or secured doors, and electronic surveillance equipment monitors all entrances.

Access to records containing particularly sensitive or protected information, including information from special access programs, law enforcement, inspector general, or other investigative sources or programs, requires additional approval by the senior NARA official responsible for managing and overseeing the program.

People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address listed in Appendix B. However, we exempt portions of this system from the access procedures of the Privacy Act, pursuant to sections (j)(2) and (k)(2).

NARA’s rules for contesting the contents of your records and appealing initial determinations are in 36 CFR Part 1202. However, we exempt portions of this system from the amendment procedures of the Privacy Act, pursuant to sections (j)(2) and (k)(2).

People inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B. However, we exempt portions of this system from the notification procedures of the Privacy Act, pursuant to sections (j)(2) and (k)(2).

This system contains classified and unclassified intelligence and law enforcement investigatory records related to counterintelligence and insider threat activities that are exempt from certain provisions of the Privacy Act; specifically, 5 U.S.C. 552a (k)(2). Pursuant to subsections (j)(2) and (k)(2), we exempt portions of this system from the following subsections of the Privacy Act: (c)(3), (d), (e)(1) and (e)(4)(G) and (H), and (f). In accordance with 5 U.S.C. 553(b), (c), and (e), NARA has promulgated Regulations Implementing the Privacy Act of 1974, at 36 CFR 1202.92, that establish these exemptions.