Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 20

SYSTEM NAME: Reviewer/Consultant Files.

SYSTEM LOCATION: Reviewer/consultant files are located at the National Historical Publications and Records Commission (NHPRC)in Washington, DC.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by the system include persons who have expressed an interest in or have served as reviewers or consultants for the NHPRC records or publications grant programs.

CATEGORIES OF RECORDS IN THE SYSTEM: Reviewer/consultant files may include resumes, biographical statements, correspondence, and lists containing some or all of the following information about an individual: name, address, telephone number, educational background, professional experience and awards, and titles of publications.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2501 through 2506.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NHPRC maintains reviewer/consultant files on individuals in order to select reviewers who will evaluate proposals received for the records and publications grant programs, and to recommend archival consultants for those State and non-state organizations that have received grants for records and publications projects.

NARA may disclose to grant recipients the lists of names of potential consultants, in order for the recipients to contact individuals who have expressed an interest in serving as consultants on grant projects. The routine use statement 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 reviewer/consultant files may be retrieved by the name of the individual or the proposal evaluated by the reviewer.

SAFEGUARDS: During business hours, records are maintained in areas accessible only to authorized NARA personnel. Electronic records are accessible via passwords from terminals located in attended offices. After hours, the building has security guards and/or doors are secured and all entrances are monitored by electronic surveillance equipment.

RETENTION AND DISPOSAL: Reviewer/consultant 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 reviewer/consultant files is: Executive Director, National Historical Publications and Records Commission (NHPRC). The address for this location is 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 listed 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 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 reviewer/consultant files may be obtained from reviewers and consultants and from references furnished by them.

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