[Federal Register Volume 68, Number 203 (Tuesday, October 21, 2003)]
[Notices]
[Pages 60121-60124]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-26613]


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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION


Privacy Act of 1974, as Amended; System of Records Notices

AGENCY: National Archives and Records Administration (NARA).

ACTION: Notice to add a new Privacy Act system of records and modify an 
existing system of records.

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SUMMARY: The National Archives and Records Administration (NARA) 
proposes to add a system of records notice to its existing inventory of 
systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended. 
In this notice, NARA publishes NARA 37--Order Online! (NARA Online 
Ordering System), for comment. NARA also proposes to expand coverage in 
one of its existing systems, NARA 25--Order Fulfillment and Accounting 
System Records (OFAS), to include transmittal data received from NARA 
Online! (NARA Online Ordering System). Last, an obsolete reference is 
deleted from Appendix B, which lists NARA's system managers.

EFFECTIVE DATES: The establishment of the new system NARA 37 and 
changes to the existing system NARA 25 will become effective without 
further notice on November 20, 2003, unless comments received on or 
before that date cause a contrary decision. If changes are made based 
on NARA's review of comments received, a new final notice will be 
published.

ADDRESSES: Send comments to the Privacy Act Officer, Office of General 
Counsel (NGC), Room 3110, National Archives and Records Administration, 
8601 Adelphi Road, College Park, MD, 20740-6001. You may fax your 
comments to 301-837-0293. You may also comment via the Internet to 
[email protected].

FOR FURTHER INFORMATION CONTACT: Ramona Branch Oliver, Privacy Act 
Officer, 301-837-2024 (voice) or 301-837-0293 (fax).

SUPPLEMENTARY INFORMATION: NARA last published a comprehensive set of 
Privacy Act system notices in the Federal Register on April 2, 2002 (67 
FR 15592). NARA published two additional systems; NARA 35 and NARA 36, 
in the Federal Register on October 17, 2002 (67 FR 64142).
    NARA is proposing to add NARA 37--Order Online! (NARA Online 
Ordering System) to its existing inventory of systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended. NARA 37 covers persons 
who order NARA products (e.g. reproductions of NARA archival materials) 
online. NARA is also proposing to expand coverage in one of its 
existing systems, NARA 25--Order Fulfillment and Accounting System 
Records (OFAS), to include transmittal data received from NARA Online!
    The notice for each of the two systems of records states the 
following:
    [sbull] Name and the location of the record system;
    [sbull] Authority for and manner of its operation;
    [sbull] Categories of individuals that it covers;
    [sbull] Types of records that it contains;
    [sbull] Sources of information in these records;
    [sbull] Proposed ``routine uses'' of each system of records; and
    [sbull] Business address of the NARA official who will inform 
interested persons of the procedures they must follow to gain access to 
and correct records pertaining to themselves.
    Last, a reference to an obsolete NARA unit is deleted from Appendix 
B, which lists NARA's systems managers. Appendix A, which identifies 
routine uses of NARA's systems of records, remains unchanged.
    One of the purposes of the Privacy Act, as stated in section 
2(b)(4) of the Act, is to provide certain safeguards for an individual 
against an invasion of personal privacy by requiring Federal agencies 
to disseminate any record of identifiable personal information in a 
manner that assures that such action is for a necessary and lawful 
purpose, that information is current and accurate for its intended use, 
and that adequate safeguards are provided to prevent misuse of such 
information. NARA intends to follow these principles in transferring 
information to another agency or individual as a ``routine use'', 
including assurance that the information is relevant for the purposes 
for which it is transferred.

    Dated: October 16, 2003.
John W. Carlin,
Archivist of the United States.
    Accordingly, we are publishing the proposed new system of records 
notice NARA 37 and the revised system of records notice NARA 25 as 
follows:
NARA 37

SYSTEM NAME:
    Order Online! (NARA Online Ordering System).

SYSTEM LOCATION:
    Order Online! is located in the data center at the National 
Archives and Records Administration in College Park, MD.

[[Page 60122]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by this system include researchers who order 
reproductions of NARA archival materials at http://www.archives.gov.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Order Online records may include: user login data (i.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).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 2116(c), 2307 and 3504.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    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 orders of reproductions. 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. Appendix A was published in the 
Federal Register on April 2, 2002 (67 FR 15592).

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

RETRIEVABILITY:
    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.

SAFEGUARDS:
    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.

RETENTION AND DISPOSAL:
    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.

SYSTEM MANAGER(S) AND ADDRESS:
    The system manager for Order Online! records is: Assistant 
Archivist for Records Services--Washington, DC (NW). The address for 
this location is listed in Appendix B following the NARA notices.

NOTIFICATION PROCEDURE:
    Individuals interested in inquiring about their records are to 
notify the NARA Privacy Act Officer at the address listed in Appendix B 
following the NARA notices.

RECORD ACCESS PROCEDURES:
    Individuals who wish to gain access to their records are to submit 
their request in writing to the NARA Privacy Act Officer at the address 
listed in Appendix B.

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 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.
NARA 25

SYSTEM NAME:
    Order Fulfillment and Accounting System Records (OFAS).

SYSTEM LOCATION:
    OFAS records are maintained in organizational units in the 
following Washington, DC, area locations:
    [sbull] Office of Records Services--Washington, DC;
    [sbull] Office of Presidential Libraries;
    [sbull] Office of the Federal Register;
    [sbull] Office of Regional Records Services; and
    [sbull] National Archives Trust Fund Division.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals covered by this system include: researchers who order 
reproductions at Washington, DC, area and regional records services 
facilities or online at www.archives.gov; and customers who order NARA 
inventory items, such as microform and printed publications, mementos, 
and other specialty products from catalogues and other marketing 
publications.

CATEGORIES OF RECORDS IN THE SYSTEM:
    OFAS records may include: Catalogue order forms; other 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 Order Online! (NARA Online Ordering 
System--NARA 37) via an automated XML (extensible markup language) 
interface that operates within NARA's secure internal network.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    44 U.S.C. 2116(c) and 2307.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    NARA maintains OFAS records on individuals to: receive, maintain 
control of, and process orders for reproductions of archival records 
and other fee items; bill customers for orders; maintain payment 
records for orders; process refunds; and provide individuals 
information on other NARA products.
    Customer order information may be initially disclosed to a NARA 
agent, a

[[Page 60123]]

bank that collects and deposits payments in a lockbox specifically used 
for crediting order payments to the National Archives Trust Fund. NARA 
may disclose certain order information to contractors acting as NARA 
agents that make reproductions of archival records. NARA also may 
disclose information in OFAS records for the processing of customer 
refunds to the General Services Administration (GSA), which provides 
NARA's financial and accounting system under a cross-servicing 
agreement.
    The routine use statements A, E, and F, described in Appendix A 
apply to this system of records. Appendix A was published in the 
Federal Register on April 2, 2002 (67 FR 15592).

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

RETRIEVABILITY:
    Information in OFAS records may be retrieved by the name of the 
individual and/or the OFAS transaction number. The invoice number or 
zip code may also retrieve information in electronic records.

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. 
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.

RETENTION AND DISPOSAL:
    OFAS 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.

SYSTEM MANAGER(S) AND ADDRESS:
    The system manager for OFAS records is: Assistant Archivist for 
Administrative Services (NA). The address for this location is listed 
in Appendix B following the NARA Notices.

Notification Procedure:
    Individuals interested in inquiring about their records are to 
notify the NARA Privacy Act Officer at the address listed in Appendix B 
following the NARA notices.

RECORD ACCESS PROCEDURES:
    Individuals who wish to gain access to their records are to submit 
their request in writing to the NARA Privacy Act Officer at the address 
listed in Appendix B.

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

Appendix B

    To inquire about your records or to gain access to your records, 
you should submit your request in writing to:

NARA Privacy Act Officer
Office of General Counsel (NGC)
National Archives at College Park
8601 Adelphi Road, Room
College Park, MD 20740-6001

    If the system manager is the Assistant Archivist for Record 
Services--Washington, DC (NW), the records are located at the 
following address:

Office of Record Services--Washington, DC (NW)
National Archives at College Park
8601 Adelphi Road, Room 3400
College Park, MD 20740-6001

    If the system manager is the director of a Presidential library, 
the records are located at the appropriate Presidential library, 
staff or project:

GEORGE BUSH LIBRARY
1000 George Bush Drive West
College Station, TX 77845

JIMMY CARTER LIBRARY
441 Freedom Parkway
Atlanta, GA 30307-1498

WILLIAM J. CLINTON PRESIDENTIAL MATERIALS PROJECT
1000 LaHarpe Boulevard
Little Rock, AR 72201

DWIGHT D. EISENHOWER LIBRARY
200 SE 4th Street
Abilene, KS 67410-2900

GERALD R. FORD LIBRARY
1000 Beal Avenue
Ann Arbor, MI 48109-2114

HERBERT HOOVER LIBRARY
210 Parkside Drive
P.O. Box 488
West Branch, IA 52358-0488

LYNDON B. JOHNSON LIBRARY
2313 Red River Street
Austin, TX 78705-5702

JOHN F. KENNEDY LIBRARY
Columbia Point
Boston, MA 02125-3398

NIXON PRESIDENTIAL MATERIALS STAFF
National Archives at College Park
8601 Adelphi Road
College Park, MD 20740-6001

RONALD REAGAN LIBRARY
40 Presidential Drive
Simi Valley, CA 93065-0600

FRANKLIN D. ROOSEVELT LIBRARY
4079 Albany Post Road
Hyde Park, NY 12538-1999

HARRY S. TRUMAN LIBRARY
500 West U.S. Highway 24
Independence, MO 64050-1798

OFFICE OF PRESIDENTIAL LIBRARIES
National Archives at College Park
8601 Adelphi Road
College Park, MD 20740-6001

    If the system manager is the director of a regional records 
services facility, the records are located at the appropriate 
regional records services facility:

NARA's Pacific Alaska Region (Anchorage)
654 West Third Avenue
Anchorage, Alaska 99501-2145

NARA's Southeast Region (Atlanta)
1557 St. Joseph Avenue
East Point, Georgia 30344-2593

NARA's Northeast Region (Boston)
Frederick C. Murphy Federal Center
380 Trapelo Road
Waltham, Massachusetts 02452-6399

NARA's Great Lakes Region (Chicago)
7358 South Pulaski Road
Chicago, Illinois 60629-5898

NARA's Great Lakes Region (Dayton)
3150 Springboro Road
Dayton, Ohio 45439-1883

NARA's Rocky Mountain Region (Denver)
Bldg. 48, Denver Federal Center
West 6th Avenue and Kipling Street
Denver, Colorado 80225-0307

NARA's Southwest Region (Fort Worth)
501 West Felix Street, Building 1
Fort Worth, Texas 76115-3405

NARA's Central Plains Region (Kansas City)
2312 East Bannister Road
Kansas City, Missouri 64131-3

NARA's Pacific Region (Laguna Niguel, CA)
24000 Avila Road, 1st Floor, East Entrance
Laguna Niguel, California 92677-3497

NARA's Central Plains Region (Lee's Summit, MO)
200 Space Center Drive
Lee's Summit, Missouri 64064-1182

NARA's Northeast Region (New York City)
201 Varick Street
New York, New York 10014-4811

NARA's Mid Atlantic Region (Center City Philadelphia)
900 Market Street
Philadelphia, Pennsylvania 19107-4292

NARA's Mid Atlantic Region (Northeast Philadelphia)
14700 Townsend Road
Philadelphia, Pennsylvania 19154-1096

NARA's Northeast Region (Pittsfield, MA)
10 Conte Drive
Pittsfield, Massachusetts 01201-8230


[[Page 60124]]


NARA's Pacific Region (San Francisco)
1000 Commodore Drive
San Bruno, California 94066-2350

NARA's Pacific Alaska Region (Seattle)
6125 Sand Point Way NE
Seattle, Washington 98115-7999

National Personnel Records Center
Civilian Personnel Records
111 Winnebago Street
St. Louis, Missouri 63118-4126

National Personnel Records Center
Military Personnel Records
9700 Page Avenue
St. Louis, MO 63132-5100

Washington National Records Center (WNRC)
4205 Suitland Road,
Suitland, MD 20746-8001

    If the system manager is the Director of the National Historical 
Publications and Records Commission (NHPRC), the records are located 
at the following address:

National Historical Publications and Records Commission (NHPRC)
National Archives and Records Administration
700 Pennsylvania Avenue, NW, Room 111
Washington, DC 20408-0001

    If the system manager is the Director of the Policy and 
Communications Staff, the records are located at the following 
address:

Policy and Communications Staff (NPOL)
National Archives and Records Administration
8601 Adelphi Road, Room 4100
College Park, MD 20740-6001

    If the system manager is the Assistant Archivist for Human 
Resources and Information Services, the records are located at the 
following address:

Office of Human Resources and Information Services (NH)
National Archives and Records Administration
8601 Adelphi Road, Room 4400
College Park, MD 20740

    If the system manager is the Assistant Archivist for 
Administrative Services, the records are located at the following 
address:

Office of Administrative Services (NA)
National Archives and Records Administration
8601 Adelphi Road, Room 4200
College Park, MD 20740

    If the system manager is the Director of the Federal Register, 
the records are located at the following address:

Office of the Federal Register (NF)
National Archives and Records Administration
700 Pennsylvania Avenue, NW
Washington, DC 20408-0001

    If the system manager is the Inspector General, the records are 
located at the following address:

Office of the Inspector General (OIG)
National Archives and Records Administration
8601 Adelphi Road, Room 1300
College Park, MD 20740

    If the system manager is the General Counsel, the records are 
located at the following address:

Office of the General Counsel (NGC)
National Archives and Records Administration
8601 Adelphi Road, Room 3110
College Park, MD 20740

[FR Doc. 03-26613 Filed 10-17-03; 9:17 am]
BILLING CODE 7515-01-P