Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 16

SYSTEM NAME: Library Circulation Files.

SYSTEM LOCATION: Library circulation files are located at the National Archives Library in the Washington, DC area and at Presidential Libraries. The addresses are listed in Appendix B following the NARA notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include all NARA employees and researchers who have borrowed books and other materials from the library collections of the National Archives Library and/or the Presidential Libraries.

CATEGORIES OF RECORDS IN THE SYSTEM: Library circulation files contain the following information about an individual: name, correspondence symbol or address, telephone number, titles and call numbers of items borrowed, and dates that the items were borrowed.

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 library circulation files on individuals in order to control the circulation of library books, periodicals, and other materials in NARA's library collections.

The routine use statements A F, and G, described in Appendix A following the NARA Notices, 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 library circulation files may be retrieved by the name of an individual, by the title of the item charged out, or by the call number for the item.

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: Library circulation 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: The system manager for library circulation files in the Washington, DC area is: Assistant Archivist, Office of Records Services - Washington, DC (NW). The system managers for library circulation files in the Presidential Libraries are the directors of the individual Libraries. The addresses for the 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 library circulation files is obtained from NARA employees and researchers who borrow books and other materials from the library collections of the National Archives Library and/or the Presidential Libraries.

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