Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 1

SYSTEM NAME: Researcher Application Files

SYSTEM LOCATION: 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.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include people who apply to use archival materials for research in NARA facilities.

CATEGORIES OF RECORDS IN THE SYSTEM: Researcher application files may include: researcher applications; related correspondence; and electronic records. These files may contain the following information about an individual: Name; address; telephone number; proposed research topic(s); occupation; name, 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.

PURPOSE(S): 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 asappropriate; 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.

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 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, and G, described in Appendix A, 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 individual's name, researcher card number, or any of the fields in the researcher registration database.

SAFEGUARDS: 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.

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: 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.

SYSTEM MANAGER(S) AND ADDRESS: 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.

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

RECORD ACCESS PROCEDURES: 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.

CONTESTING RECORD PROCEDURES: NARA rules for contesting the contents of a person's records 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.

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