Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 39

SYSTEM NAME: Visitor Ticketing Application (VISTA) Files.

SYSTEM LOCATION: Visitor Ticketing Application Files are maintained at individual Presidential Libraries.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include persons who purchase tickets to Presidential libraries, serve as points of contact for groups visiting the Presidential Libraries, and are invited guests to special events at the libraries.

CATEGORIES OF RECORDS IN THE SYSTEM: VISTA files may include the following information on an individual: Name, mailing address, telephone number, email address, and credit card information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2108, 2111 note, and 2203(f)(1).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains the VISTA files on individuals to: Store information on groups that interact with the library; conduct outreach with the points of contact in these groups in order to maintain visitor levels and improve service; study visitor data over time; and store information on those attending special events. The routine use statements A, C, E, F, G and H, described in Appendix A, also apply to this system of records.

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

STORAGE: Electronic records

RETRIEVABILITY: Information in the records may be retrieved by the individual's name or any of the other categories of information in the database.

SAFEGUARDS: Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

RETENTION AND DISPOSAL: The majority of VISTA files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Credit card data files and museum admission and facility rental payment records are unscheduled records and therefore are retained until the Archivist of the United States approves dispositions. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

SYSTEM MANAGER(S) AND ADDRESS: The system managers for the VISTA files are the directors of the individual Presidential libraries. The business address for these system managers are listed in Appendix B.

NOTIFICATION PROCEDURE: People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.

RECORD ACCESS PROCEDURES: People who wish to access their records should submit a 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 of a person's records and appealing initial determinations are found in 36 CFR part 1202.

RECORD SOURCE CATEGORIES: Information in the VISTA files is obtained from visitors and from NARA employees who maintain the files.

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