Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 29

SYSTEM NAME: State Historical Records Advisory Board Member Files.

SYSTEM LOCATION: State historical records advisory board member 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 been appointed by States, territories, and the District of Columbia to serve as members of State historical records advisory boards.

CATEGORIES OF RECORDS IN THE SYSTEM: Board member files may include correspondence, resumes, biographical statements, and lists containing some or all of the following information about an individual: name, address, telephone number, appointment expiration date, educational background, professional experience and awards, archival and historical records experience, and titles of publications.

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

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: The NHPRC maintains files on members of State historical records advisory boards to: document membership on State boards that participate in NHPRC records grant programs; oversee NHPRC grant-making and grant administration responsibilities; and contact board members about future meetings and events.

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 State historical records advisory board member files may be retrieved by the name of the individual or by State.

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: State historical records advisory board member 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 State historical records advisory board member files is the Executive Director, National Historical Publications and Records Commission (NHPRC.) The address 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 after 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 the NARA notices.

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 State historical records advisory board member files may be obtained from board members themselves, State officials, and references furnished by board members.

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