Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 21

SYSTEM NAME: National Historical Publication and Records Commission Grant, Fellowship, and Editing Institute Application Files.

SYSTEM LOCATION: Grant, Fellowship and Editing Institute application files are located at the National Historical Publications and Records Commission.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include applicants for NHPRC grants, fellowships in archival administration, and advanced historical editing, and individuals who applied for the annual Institute for the Editing of Historical Documents prior 2011.

CATEGORIES OF RECORDS IN THE SYSTEM: Grant, Fellowship, and Editing Institute application files may include: application forms; correspondence; resumes; college transcripts; and evaluations. These records may contain some or all of the following information about an individual: Name; address; email address; telephone number; educational background; professional experience and awards; archival and historical records experience; titles of publications; and other information provided in letters of reference furnished by applicants and in evaluations completed by fellowship institutions and documentary editing projects. Grant applications information is submitted to NHPRC through an online grants application system for Federal agencies

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2504 and 2506.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NHPRC maintains grant, fellowship and Editing Institute application files on individuals in order to: Evaluate the preliminary eligibility of applicants for grants and fellowships; jointly select, with the director of the Editing Institute, applicants to attend the Institute for the Editing of Historical Documents; and oversee grant-making and grant administration programs. NHPRC discloses copies of individuals' grant and fellowship application files to officials of fellowship institutions and documentary editing projects for the purposes of selecting fellows and administering fellowships in archival administration and advanced historical editing. NHPRC discloses copies of individuals' Editing Institute applications to the director of the Editing Institute to select applicants to attend the annual Institute and to determine the most useful areas of instruction for successful applicants. The routine use statements A 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 grant, fellowship, and Editing Institute application files may be retrieved by the individual's name and by other information the applicant provided.

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: Nearly all grant and fellowship application files, and all Editing Institute application 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). As of 2011, NARA is no longer collecting new Editing Institute applications. However, on occasion, files for accepted fellowship applications may be selected by the Executive Director for inclusion in grant case files which have met established criteria for permanent retention in the National Archives of the United States. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

SYSTEM MANAGER(S) AND ADDRESS: The system manager is the Executive Director, National Historical Publications and Records Commission. The business address for this location 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 given 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 grant, fellowship and Editing Institute application files may be obtained from: Applicants for fellowships in archival administration or advanced historical editing under the NHPRC grant program; applicants for the Institute for the Editing of Historical Documents; references furnished by applicants; and officials of fellowship institutions, documentary editing projects, and the Institute for the Editing of Historical Documents.

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