[Federal Register Volume 65, Number 48 (Friday, March 10, 2000)]
[Notices]
[Pages 13052-13055]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-5964]


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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION


Privacy Act of 1974; Systems of Records

AGENCY: National Archives and Records Administration (NARA).

ACTION: Notice to amend records systems.

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SUMMARY: NARA proposes to amend 3 system of records notices in its 
inventory of records systems subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended.
    Sections 552a(e)(4) and (11) of the Privacy Act require that the 
public be given 30 days to comment on new routine uses of information 
in the system. The Office of Management and Budget (OMB), which has 
oversight responsibility under the Act, requires 40 days to review the 
proposed new routine uses and exemptions for the system. Therefore, the 
public, OMB, and the Congress are invited to submit written comments by 
April 19, 2000.

DATES: The revised system notices will be effective without further 
notice on April 19, 2000, unless comments received before that date 
cause a contrary decision. If, based on the review of comments 
received, NARA determines to make changes to the system notices, a new 
final notice will be published.

ADDRESSES: Send comments to the Privacy Act Officer, Office of General 
Counsel (NGC), Room 3100, National Archives and Records Administration, 
8601 Adelphi Road, College Park, Maryland, 20740-6001. You may also fax 
comments to 301-713-6040.

FOR FURTHER INFORMATION CONTACT: Mary Ronan at 301-713-6025, extension 
226.

SUPPLEMENTARY INFORMATION: NARA proposes to amend the routine uses of 3 
system of records notices in its inventory of record systems subject to 
the Privacy Act of 1974 (5 U.S.C. 552a), as amended. The routine use 
statements for NARA 1, Researcher Application Files; NARA 5, 
Conference, Workshop, and Training Course Files; and NARA 6, Mailing 
List Files, are being modified to allow the NARA Development Staff to 
use the records to generate mailing lists for sending out fundraising 
materials for the Foundation for the National Archives. Use of records 
in Privacy Act systems NARA 1 and NARA 5 by the Development Staff is 
limited to those records where the subject individual has not requested 
that his or her name not be included on the mailing list. These 3 
systems are also being modified to update addresses and contact points, 
and the authority citations.
    We are also modifying Appendix B to update addresses of NARA 
facilities.

    Dated: March 6, 2000.
John W. Carlin,
Archivist of the United States.
NARA 1

SYSTEM NAME:
    Researcher Application Files.

SYSTEM LOCATION:
    Researcher application files are maintained in the following 
locations in the Washington, DC, area and other geographical regions. 
The addresses for these locations are listed in Appendix B following 
the NARA Notices:
    (1) Customer Services Division (College Park, MD);
    (2) Presidential libraries and projects; and
    (3) regional records services facilities.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by this system include persons who apply to use 
original records for research in NARA facilities in the Washington, DC, 
area, the Presidential libraries, and the regional records services 
facilities.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Researcher application files may include: Researcher applications; 
related correspondence; and electronic records. These files may contain 
the following information about an

[[Page 13053]]

individual: Name, address, telephone number, proposed research 
topic(s), occupation, name and address of employer/institutional 
affiliation, educational level and major field, expected result(s) of 
research, photo, researcher card number, type of records used, and 
other information furnished by the individual. Electronic systems may 
also contain additional information related to the application process.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 2108, 2111 note, and 2203(f)(1).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    NARA maintains researcher application files on individuals to: 
Register persons who apply to use original records for research at a 
NARA facility; record initial research interests of researchers; 
determine which records researchers may want to use; contact 
researchers if additional information of research interest is found or 
if problems with the requested records are discovered; and prepare 
mailing lists for sending information on NARA events, programs, 
publications, and invitations to join and contribute to the Foundation 
for the National Archives (unless individuals elect that their 
application information not be used for this purpose). The electronic 
databases serve as finding aids to the applications. Information in the 
system is also used by NARA staff to compile statistical and other 
aggregate reports regarding researcher use of records.
    The routine use statements A, C, E, F, and G, described in Appendix 
A following the NARA Notices, also apply to this system of records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE:
    Paper and electronic records.

RETRIEVABILITY:
    Information in the records may be retrieved by the name of the 
individual or by researcher card number.

SAFEGUARDS:
    During normal hours of operation, paper records are maintained in 
areas accessible only to authorized NARA personnel. Electronic records 
are accessible via passwords from terminals located in attended 
offices. After hours, buildings have security guards and/or doors are 
secured and all entrances are monitored by electronic surveillance 
equipment.

RETENTION AND DISPOSAL:
    Researcher application files are temporary records and are 
destroyed in accordance with the disposition instructions in the NARA 
records schedule contained in FILES 203, the NARA Files Maintenance and 
Records Disposition Manual. Individuals may request a copy of the 
disposition instructions from the NARA Privacy Act Officer.

SYSTEM MANAGER(S) AND ADDRESS:
    For researchers who apply to use records and Nixon presidential 
materials in the Washington, DC area, the system manager for researcher 
application files is: Assistant Archivist for Records Services--
Washington, DC (NW), 8601 Adelphi Road, College Park, MD 20740-6001. 
For researchers who apply to use accessioned records, presidential 
records, and donated historical materials in the Presidential libraries 
and the regional records services facilities, the system managers of 
researcher application files are the directors of the individual 
libraries and regional records services facilities. The addresses for 
these locations are listed in Appendix B following the NARA Notices.

NOTIFICATION PROCEDURE:
    Individuals interested in inquiring about their records should 
notify: NARA Privacy Act Officer (NGC), National Archives and Records 
Administration, 8601 Adelphi Road, College Park, MD 20740-6001.

RECORD ACCESS PROCEDURES:
    Individuals who wish to gain access to their records should submit 
their request in writing to the NARA Privacy Act Officer at the address 
given above.

CONTESTING RECORD PROCEDURES:
    NARA rules for contesting the contents and appealing initial 
determinations are found in 36 CFR part 1202.

RECORD SOURCE CATEGORIES:
    Information in researcher application files is obtained from 
researchers and from NARA employees who maintain the files.
NARA 5

SYSTEM NAME:
    Conference, Workshop, and Training Course Files.

SYSTEM LOCATION:
    Conference, workshop, and training course files may be maintained 
in the following locations in the Washington, DC, area and other 
geographical regions. The addresses for these locations are listed in 
Appendix B following the NARA Notices:
    (1) Office of Records Services--Washington, DC (College Park, MD);
    (2) Office of Human Resources and Information Services (College 
Park, MD);
    (3) Presidential libraries and projects; and
    (4) Office of Regional Records Services (College Park, MD).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by this system include attendees and speakers 
at NARA-sponsored conferences, workshops, and training courses.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Conference, workshop, and training course files maintained on 
attendees may include: Standard Forms 182--Request, Authorization, 
Agreement, and Certification of Training or equivalent forms; 
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 telephone 
number, business telephone number, social security number, birthdate, 
position title, name of employer/organization, employment history, 
professional awards, areas of expertise, research interests, reasons 
for attendance, titles of publications, and other information furnished 
by the attendee or speaker.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 2104, 2109, and 2904.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    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 for sending information on NARA events, programs, publications, 
and invitations to join and contribute to the Foundation for the 
National Archives (unless individuals elect that that their application 
information not be used for this purpose). Information in the records 
is also used to prepare statistical and other reports on conferences, 
workshops, training

[[Page 13054]]

courses, and other events sponsored by NARA.
    NARA may disclose information on individuals in the files to 
outside organizations that co-sponsor conferences, workshops, training 
courses, and other events for purposes of administering the course or 
event. NARA may disclose information on an individual to the 
organization or agency that funded the individual's attendance. The 
routine use statement F, described in Appendix A following the NARA 
Notices, also applies to this system of records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE:
    Paper and electronic records.

RETRIEVABILITY:
    Information in paper records may be retrieved by either the title 
or the date of the conference, workshop, training course, or event and 
thereunder by the name of the individual. Information in electronic 
records may be retrieved by the name of the individual.

SAFEGUARDS:
    During business hours, paper records are maintained in areas 
accessible only to authorized NARA personnel. Electronic records are 
accessible via passwords from terminals located in attended offices. 
After business hours, buildings have security guards and/or secured 
doors, and all entrances are monitored by electronic surveillance 
equipment.

RETENTION AND DISPOSAL:
    Conference, workshop, and training course files are temporary 
records and are destroyed in accordance with the disposition 
instructions in the NARA records schedule contained in FILES 203, the 
NARA Files Maintenance and Records Disposition Manual. Individuals may 
request a copy of the disposition instructions from the NARA Privacy 
Act Officer.

SYSTEM MANAGER(S) AND ADDRESS:
    For conference, workshop, and training course files located in the 
Office of Records Services--Washington, DC, the system manager is the 
Assistant Archivist for Records Services--Washington, DC (NW), 8601 
Adelphi Road, College Park, MD 20740-6001. For files located in the 
Office of Human Resources and Information Services, the system manager 
is the Assistant Archivist for Human Resources and Information Services 
(NH), 8601 Adelphi Road, College Park, MD 20740-6001. For files in the 
following locations, the system manager is the director: Presidential 
libraries and projects, and regional records services facilities. The 
addresses are listed in Appendix B following the NARA Notices.

NOTIFICATION PROCEDURE:
    Individuals interested in inquiring about their records should 
notify: NARA Privacy Act Officer (NGC), National Archives and Records 
Administration, 8601 Adelphi Road, College Park, MD 20740-6001.

RECORD ACCESS PROCEDURES:
    Individuals who wish to gain access to their records should submit 
their request in writing to the NARA Privacy Act Officer at the address 
given above.

CONTESTING RECORD PROCEDURES:
    NARA rules for contesting the contents and appealing initial 
determinations are found in 36 CFR part 1202.

RECORD SOURCE CATEGORIES:
    Information in 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.
NARA 6

SYSTEM NAME:
    Mailing List Files.

SYSTEM LOCATION:
    Mailing lists may be maintained in the following NARA locations. 
The addresses for these locations are listed in Appendix B following 
the NARA Notices:
    (1) Communications Staff (College Park, MD);
    (2) National Historical Publications and Records Commission 
(Washington, DC);
    (3) Public Programs (NWE) (College Park, MD);
    (4) Staff Development Services Branch (College Park, MD);
    (5) Acquisitions Services Division (College Park, MD);
    (6) Presidential libraries and projects;
    (7) Regional records services facilities; and
    (8) Development Staff (College Park, MD).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    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; 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 NARA 
programs, exhibits, conferences, training courses, and other events.

CATEGORIES OF RECORDS IN THE SYSTEM:
    In addition to names and addresses, mailing lists may include any 
of the following information about an individual: Home/business 
telephone number; position title; name of employer, organization, and/
or institutional affiliation; and subscription expiration date.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 2104, 2307 and 2904(c).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    NARA maintains mailing lists to generate address labels to: 
Disseminate mailings of NARA and Foundation for the National Archives 
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; 
send information on NARA events, programs, publications, and 
invitations to join and contribute to the Foundation for the National 
Archives; and send customers updated information about NARA holdings 
and about methods of requesting copies of accessioned and non-current 
records.
    The routine use statement F, described in Appendix A following the 
NARA Notices, also applies to this system of records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE:
    Electronic records from which paper records may be printed.

RETRIEVABILITY:
    Information about individuals maintained in mailing lists may be 
retrieved by: the name of the individual; the name of an employer or 
institutional/organizational affiliation; the category of individuals/
organizations on mailing lists; the city or zip code.

[[Page 13055]]

SAFEGUARDS:
    During business hours, paper records are maintained in areas 
accessible only to authorized NARA personnel. Electronic records are 
accessible via passwords from terminals located in attended offices. 
After business hours, buildings have security guards and/or secured 
doors, and all entrances are monitored by electronic surveillance 
equipment.

RETENTION AND DISPOSAL:
    Mailing lists are periodically updated and purged of outdated 
information. NARA organizational units retain mailing lists for as long 
as the lists are needed for the purposes previously cited.

SYSTEM MANAGER(S) AND ADDRESS:
    For mailing lists maintained in the previously cited locations (1) 
through (8), the system managers are:
    (1) Director, Communications Staff (NCOM) (College Park, MD);
    (2) Executive Director, National Historical Publications and 
Records Commission (NHPRC) (Washington, DC);
    (3) Assistant Archivist for Records Services--Washington, DC 
(College Park, MD);
    (4) Assistant Archivist for Human Resources and Information 
Services (College Park, MD);
    (5) Assistant Archivist for Administrative Services (College Park, 
MD);
    (6) Directors of the Presidential libraries;
    (7) Directors of regional records services facilities; and
    (8) Development Officer (College Park, MD).
    The addresses are listed in Appendix B following the NARA Notices.

NOTIFICATION PROCEDURE:
    Individuals interested in inquiring about their records should 
notify: NARA Privacy Act Officer (NGC), National Archives and Records 
Administration, 8601 Adelphi Road, College Park, MD 20740-6001.

RECORD ACCESS PROCEDURES:
    Individuals who wish to gain access to their records should submit 
their request in writing to the NARA Privacy Act Officer at the address 
given above.

CONTESTING RECORD PROCEDURES:
    NARA rules for contesting the contents and appealing initial 
determinations are found in 36 CFR part 1202.

RECORD SOURCE CATEGORIES:
    Information in 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.

APPENDIX B--ADDRESSES OF NARA FACILITIES

Washington, DC, Area Facilities

The National Archives Building, 700 Pennsylvania Avenue, NW, 
Washington, DC 20408-0001
The National Archives at College Park, 8601 Adelphi Road, College 
Park, MD 20740-6001

National Records Centers

Washington National Records Center, 4205 Suitland Road, Washington, 
DC 20409-0002
Military Personnel Records, National Personnel Records Center, 9700 
Page Ave., St. Louis, MO 63132-5100
Civilian Personnel Records, National Personnel Records Center, 111 
Winnebago St., St. Louis, MO 63118-4199

Presidential Libraries

Herbert Hoover Library, 210 Parkside Dr., West Branch, IA (Mailing 
address: PO Box 488, West Branch, IA 52358-0488)
Franklin D. Roosevelt Library, 511 Albany Post Rd., Hyde Park, NY 
12538-1999
Harry S. Truman Library, 500 W. US Hwy 24, Independence, MO 64050-
1798
Dwight D. Eisenhower Library, 200 SE Fourth Street, Abilene, KS 
67410-2900
John Fitzgerald Kennedy Library, Columbia Point, Boston, MA 02125
Lyndon Baines Johnson Library, 2313 Red River St., Austin, TX 78705-
5702
Gerald R. Ford Library, 1000 Beal Avenue, Ann Arbor, MI 48109-2114
Gerald R. Ford Museum, 303 Pearl St. NW, Grand Rapids MI 49504-5353
Jimmy Carter Library, 1 Copenhill Ave. NE, Atlanta, GA 30307-1406
Ronald Reagan Library, 40 Presidential Dr., Simi Valley, CA 93065-
0666
George Bush Library, 1000 George Bush Dr. West, College Station, TX 
77845

Regional Records Services Facilities

NARA's Northeast Region (Boston), 380 Trapelo Road, Waltham, MA 
02452-6399
NARA's Northeast Region (Pittsfield), 10 Conte Drive, Pittsfield, MA 
01201-8230
NARA's Northeast Region (New York City), 201 Varick Street, New 
York, NY 10014-4811
NARA's Mid Atlantic Region (Northeast Philadelphia), 14700 Townsend 
Road, Philadelphia, PA 19154-1096
NARA's Mid Atlantic Region (Center City Philadelphia), 900 Market 
Street, Philadelphia, PA 19107-4292
NARA's Southeast Region, 1557 St. Joseph Avenue, East Point, GA 
30344-2593
NARA's Great Lakes Region (Chicago), 7358 South Pulaski Road, 
Chicago, IL 60629-5898
NARA's Great Lakes Region (Dayton), 3150 Springboro Road, Dayton, OH 
45439-1883
NARA's Central Plains Region (Kansas City), 2312 East Bannister 
Road, Kansas City, MO 64131-3011
NARA's Central Plains Region (Lee's Summit), 200 Space Center Drive, 
Lee's Summit, MO 64064-1182
NARA's Southwest Region, 501 West Felix Street, Building 1, Fort 
Worth, TX 76115-3405 (Mailing Address: P.O. Box 6216, Fort Worth, 
Texas 76115-0216)
NARA's Rocky Mountain Region, Building 48, Denver Federal Center, 
West 6th Avenue and Kipling Street, Denver, CO (Mailing Address: 
P.O. Box 25307, Denver, CO 80225-0307)
NARA's Pacific Region (San Francisco), 1000 Commodore Drive, San 
Bruno, CA 94066-2350
NARA's Pacific Region (Laguna Niguel), 24000 Avila Road, First 
Floor-East Entrance, Laguna Niguel, CA (Mailing Address: P.O. Box 
6719, Laguna Niguel, CA 92607-6719)
NARA's Pacific Alaska Region (Seattle), 6125 Sand Point Way NE, 
Seattle, WA 98115-7999
NARA's Pacific Alaska Region (Anchorage), 654 West Third Avenue, 
Anchorage, AK 99501-2145

[FR Doc. 00-5964 Filed 3-9-00; 8:45 am]
BILLING CODE 7515-01-P