Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 32

SYSTEM NAME: Alternate Dispute Resolution Files.

SYSTEM LOCATION: The agency's Alternate Dispute Resolution (ADR) files are maintained by the Office of General Counsel (NGC).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include NARA staff and former staff, who participate in the ADR process, the agency's Dispute Resolution Specialist and Deputy Dispute Resolution Specialist, and contractor personnel used as mediators in the ADR process.

CATEGORIES OF RECORDS IN THE SYSTEM: ADR files may include: written and electronic communication between the employee or former employee, participant representative(s), Dispute Resolution Specialist and Deputy Dispute Resolution Specialist, and the contractor mediator; procurement data; invoices for services; and ADR case files. The system may contain the following information about an individual: name, home and office addresses, telephone number, dollar value of services rendered by the contractor, previous employment disputes, and education and employment experience of the contractor.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: Public Laws 101-552 and 104-320, as amended.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains ADR files in order to facilitate the Alternative Dispute Resolution program at the agency. These records may be used by members of the Dispute Resolution staff facilitating dispute resolution and payment of contractors, and by the contractor mediators performing services and invoicing for an ADR case. The Routine Use statements A and F, described in Appendix A following the NARA notices, 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 the records may be retrieved by: the name of the individual; the location of the work site; a numeric case file number; and/or the type of request.

SAFEGUARDS: During normal hours of operation, paper records are maintained in areas only accessible to authorized personnel of NARA. Electronic records are accessible via passwords from terminals located in attended offices. After hours, buildings have security guards and/or doors are secured and all entrances are monitored by electronic surveillance equipment.

RETENTION AND DISPOSAL: Agency Alternate Dispute Resolution 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 ADR program files is the General Counsel, Office of General Counsel (NGC). The address for this organization 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 given 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 the agency Alternate Dispute Resolution program files is obtained from NARA staff and former staff, participant representative(s), the Dispute Resolution Staff, and the contractor mediators.

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