NARA Privacy Act Systems: NARA 25
System Name: Order Fulfillment and Accounting System Records (OFAS)
System location: OFAS records are maintained in organizational units in the following Washington, DC, area locations:
- Office of Records Services - Washington, DC;
- Office of Presidential Libraries;
- Office of the Federal Register;
- Office of Regional Records Services; and
- National Archives Trust Fund Division.
Categories of Individuals Covered by the System: Individuals covered by this system include: researchers who order reproductions at Washington, DC, area and regional records services facilities or online at www.archives.gov; and customers who order NARA inventory items, such as microform and printed publications, mementos, and other specialty products from catalogues and other marketing publications.
Categories of Records in the System: OFAS records may include: catalogue order forms; other ordering forms; correspondence; copies of checks, money orders, credit card citations, and other remittances; invoices; and order and accounting information in the electronic system. These records may contain some or all of the following information about an individual: name, address, telephone number, record(s) or item(s) ordered, and credit card or purchase order information. OFAS records also include user profile data, reproduction order form data, transaction data, and credit card payment data transmitted from Order Online! (NARA Online Ordering System - NARA 37) via an automated XML (extensible markup language) interface that operates within NARA's secure internal network.
Authority for Maintenance of the System: 44 U.S.C. 2116(c) and 2307.
Routine Uses of Records Maintained in the System, Including Categories of Users and the Purposes of Such Uses: NARA maintains OFAS records on individuals to: receive, maintain control of, and process orders for reproductions of archival records and other fee items; bill customers for orders; maintain payment records for orders; process refunds; and provide individuals information on other NARA products. Customer order information may be initially disclosed to a NARA agent, a bank that collects and deposits payments in a lockbox specifically used for crediting order payments to the National Archives Trust Fund. NARA may disclose certain order information to contractors acting as NARA agents that make reproductions of archival records. NARA also may disclose information in OFAS records for the processing of customer refunds to the General Services Administration (GSA), which provides NARA's financial and accounting system under a cross-servicing agreement. The routine use statements A, E, and F, described in Appendix A apply to this system of records. Appendix A was published in the Federal Register on April 2, 2002 (67 FR 15592).
Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System: Storage: Paper and electronic records.
Retrievability: Information in OFAS records may be retrieved by the name of the individual and/or the OFAS transaction number. The invoice number or zip code may also retrieve information in electronic records.
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. Credit card information is compartmentalized so that it is available only to those NARA employees responsible for posting and billing credit card transactions. After hours, buildings have security guards and/or doors are secured and all entrances are monitored by electronic surveillance equipment.
Retention and Disposal: OFAS records 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 OFAS records is: Assistant Archivist for Administrative Services (NA). The address for this location is listed in Appendix B following the NARA Notices.
Notification Procedure: Individuals interested in inquiring about their records are to notify the NARA Privacy Act Officer at the address listed in Appendix B following the NARA notices.
Record Access Procedures: Individuals who wish to gain access to their records are to 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 OFAS records is obtained from customers, NARA employees or agents who are involved in the order process, and GSA employees who process refunds.