Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 5

SYSTEM NAME: Conference, Workshop, and Training Course Files

SYSTEM LOCATION: Conference, workshop, and training course files may be maintained in the following locations:

       (1) Office of Human Capital;
       (2) Office of Research Services;
       (3) Office of Strategy and Communications;
       (4) Office of Agency Services;
       (5) Office of Business Support Services;
       (6) Individual Presidential Libraries;and
       (7) Center for Legislative Archives, Exhibits Division, and Education and Public Program Division.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include attendees and speakers at NARA-sponsored conferences, workshops, and training courses.

CATEGORIES OF RECORDS IN THE SYSTEM: Conference, workshop, and training course files maintained on attendees may include: Standard Form 182, Request, Authorization, Agreement, and Certification of Training; application/registration forms; evaluations; other administrative forms; and copies of payment records. Files maintained on speakers may include correspondence; biographical statements; and resumes. These files may contain some or all of the following information about an individual: Name; home address; business address; home and/or business email address; home telephone number; business telephone number; social security number; birth date; position title; name of employer/organization; employment history; professional awards; areas of expertise; research interests; reason(s) for attendance; titles of publications; and other information furnished by the attendee or speaker.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2104, 2109, and 2904.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains files on attendees and speakers to: register attendees for conferences, workshops, training courses, and other events; contact attendees for follow-up discussions; plan, publicize, and document interest in current and future NARA-sponsored conferences, workshops, training courses, and special events; and prepare mailing lists in order to disseminate information on future events and publications of related interest. Information in the records is also used to prepare statistical and other reports on conferences, workshops, training courses, and other events sponsored by NARA.

NARA may disclose information on individuals in the files to other attendees, to the public, and to outside organizations that co-sponsor conferences, workshops, training courses, and other events for purposes of administering the course or event, providing attendance lists, and contacting individuals after the event. NARA may disclose information on an individual to the organization or agency that funded the individual's attendance. The routine use statement F 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: Paper and electronic records.

RETRIEVABILITY: Information in paper records may be retrieved by either the title or the date of the conference, workshop, training course, or event, and in some cases, by the indivdual's name. Information in electronic records may be retrieved by the individual's name, date of the event, or by searching other categories of the information provided.

SAFEGUARDS: During business hours, paper records are maintained in areas accessible to authorized NARA personnel. 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: Some of the conference, workshop, and training course files are permanent records and are transferred to the National Archives of the United States in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Other files have temporary dispositions and are destroyed in accordance with the instructions in the NARA Records Schedule. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

SYSTEM MANAGER(S) AND ADDRESS The system managers for conference, workshop,and training course files are:

  1. For files located in the Office of Research Services: Executive for Research Services;
  2. For files located in the Office of Agency Services: Executive for Agency Services;
  3. For files located in the Strategy and Communications Office: Chief Strategy and Communications Officer;
  4. For files maintained in NARA's electronic Learning Management System: Chief Human Capital;
  5. For files located in the Office of Business Support Services: Executive for Business Support Services;
  6. For files located in a Presidential library: Director of the individual Presidential library; and;
  7. For files located in the Center for Legislative Archives, Exhibits Division, and Education and Public Programs Division: Executive for Legislative Archives, Presidential Libraries, and Museum Services.

The business addresses 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, whose address is listed in Appendix B.

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

RECORD SOURCE CATEGORIES: Information in the files may be obtained from speakers, attendees, and potential speakers and attendees at NARA-sponsored conferences, workshops, and training courses, and from references provided by those individuals.

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