Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 28

SYSTEM NAME: Tort and employee claim files.

SYSTEM LOCATION: Records are located in the Office of General Counsel (NGC).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include: current and former NARA employees, other Federal agency employees, and individual members of the public who have filed a tort claim or an employee claim against NARA.

CATEGORIES OF RECORDS IN THE SYSTEM: Records in the system may contain some or all of the following information about an individual: name, social security number, position description, grade, salary, work history, complaint, credit ratings, medical diagnoses and prognoses, and doctor's bills. The system may also contain other records such as: case history files, copies of applicable law(s), working papers of attorneys, testimony of witnesses, background investigation materials, correspondence, damage reports, contracts, accident reports, pleadings, affidavits, estimates of repair costs, invoices, financial data, and other data.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 552; 5 U.S.C. 552a; 5 U.S.C., Part II; 28 U.S.C. 1291, 1346(b)(c), 1402(b), 1504, 2110, 2401(b), 2402, 2411(b), 2412(c), 2671-2680.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: Records are used to make determinations on tort and employee claims and for internal statistical reports.

Information may be disclosed to: the General Services Administration to process payments for approved claims; and the Department of Justice in review, settlement, defense, and prosecution of claims, and law suits arising from those claims. The routine use statements A, B, C, E, F, and G, described in Appendix A following the NARA notices, also supply to this system of records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OR RECORDS IN THE SYSTEM:

STORAGE: Paper records.

RETRIEVABILITY: Information may be retrieved by the name of the individual.

SAFEGUARDS: During business hours, records are maintained in areas accessible only to authorized NARA personnel. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

RETENTION AND DISPOSAL: Tort and employee claim files are temporary records and are destroyed in accordance with 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 is the General Counsel, Office of General Counsel (NGC). 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 following the NARA Notices.

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 this system of records comes from one or more of the following sources: Federal employees and private parties involved in torts and employee claims, witnesses, and doctors and other health professionals.

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