Privacy Program Resources

NARA Privacy Act Systems: NARA 12

SYSTEM NAME: Emergency Notification Files and Employee Contact Information.


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.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include NARA employees who have provided personal contact information to NARA to enable contunuity of operations planning, to access systems remotely, or to receive updates from the agency in the event of an unexpected closure.

CATEGORIES OF RECORDS IN THE SYSTEM: 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; position title; and emergency assignments.


ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 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 statement A, D, F and H, described in Appendix A also applies 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.

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

SAFEGUARDS: 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. Authorized individuals may maintain copies in additional locations.

RETENTION AND DISPOSAL: Emergency notification files are unscheduled records and, therefore, are retained until the Archivist of the United States approved 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 informatin files: all executives and staff directors, supervisors, and field support officers in all NARA facillities; 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.

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

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