Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 12

SYSTEM NAME: Emergency Notification Files.

SYSTEM LOCATION: Emergency notification lists are maintained in the Space and Security Management Services Division at the National Archives at College Park. Local emergency notification files are maintained in all NARA facilities nationwide. The addresses for these locations are listed in Appendix B following the NARA Notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include NARA employees who have been designated as primary and alternate emergency contact personnel.

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, home address, business and home telephone numbers, position title, and emergency assignments.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2104.

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 weather and energy emergencies that would result in the closing of Government offices.

The routine use statement A, D, and 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 emergency notification files may be retrieved by the name of the individual or the facility.

SAFEGUARDS: During business hours, records are maintained in areas accessible only to authorized NARA personnel and contractors. 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. Authorized individuals may maintain copies in additional locations.

RETENTION AND DISPOSAL: Emergency notification files are temporary records that are periodically updated and purged of outdated information. NARA organizational units retain emergency notification files for as long as the information is needed for the purposes previously cited.

SYSTEM MANAGER(S) AND ADDRESS: The system manager for the NARA-wide and Washington, DC, area notification lists is: Assistant Archivist for Administrative Services (NA). The system managers for local emergency notification files are the Directors of the Federal Records Centers, Presidential Libraries and Projects, and Regional Archives. 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 the NARA Privacy Act Officer at the address given in Appendix B.

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

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