NARA Privacy Act Systems: NARA 34
SYSTEM NAME: Agency Ethics Program Files
SYSTEM LOCATION: The agency's ethics program files are maintained by the Office of General Counsel (NGC). The address for this organization is listed in Appendix B following the NARA Notices.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include NARA employees and former employees who request ethics guidance form the agency's ethics staff.
CATEGORIES OF RECORDS IN THE SYSTEM: Ethics program files may include employee memoranda and correspondence, notes taken by the ethics staff, memoranda summarizing advice given orally, and electronic records. These files may contain the following information about an individual: name, address, and telephone number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: Executive Orders 12674 and 12731, 5 CFR Parts 2638 and 7601.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains ethics program files on employees to document advice and opinions given in ethics matters and to maintain a historical record of ethics opinions that may be used in future ethics cases.
Routine use statements A, E, and G, described in Appendix A following the NARA Notices, also apply to this system of records.
STORAGE: Paper and electronic records.
RETRIEVABILITY: Information in credentials and passes may be retrieved by the name of the individual or date.
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. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.
RETENTION AND DISPOSAL: Agency ethics program 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 ethic program files is the 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 given in Appendix B.
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 ethics program files is obtained from NARA employees, former employees and the agency's ethics staff.