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.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by the system include people 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; email address; telephone number; educational background; professional experience and awards; and titles of publications.

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

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 and H, 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 reviewer/consultant files may be retrieved by the individual's name or the proposal evaluated by the reviewer.

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.

RETENTION AND DISPOSAL: Reviewer/consultant 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.

SYSTEM MANAGER(S) AND ADDRESS: The system manager for reviewer/consultant files is the Executive Director, National Historical Publications and Records Commission. The business address for this system manager is 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 reviewer/consultant files may be obtained from reviewers and consultants and from references furnished by them.

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