NARA Privacy Act Systems: NARA 8
SYSTEM NAME: Restricted and Classified Records Access Authorization Files.
SYSTEM LOCATION: Restricted and classified records access authorization files are maintained in the following locations. The addresses are listed in Appendix B following the NARA Notices.
(1) Space and Security Management Division;
(2) Office of Records Services - Washington, DC
(3) Regional Records Services Facilities;
(4) Presidential Libraries, Projects, and Staffs; and
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by the system include persons who request to use agency-restricted, donor-restricted, and security-classified records or materials in the custody of organizational units located in the Washington, DC, area; Regional Records Services Facilities; and Presidential Libraries, Projects, and Staffs.
CATEGORIES OF RECORDS IN THE SYSTEM: Access authorization files include applications for access to restricted and classified records, letters of authorization from sponsoring agencies, other documentation related to security clearance levels, and information in an electronic database. These files may include some or all of the following information about an individual: name, address, telephone number, birthdate, birthplace, citizenship, social security number, occupation, name of employer/institutional affiliation, security clearance level, basis of clearance, name of sponsoring agency, field(s) of interest, intention to publish, type of publication, subject(s) of restricted or classified records to be reviewed, the expiration date for authorization to review the records, and other information furnished by the requestor.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2108 and 2204.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains restricted and classified records access authorization files on individuals to: maintain a record of requests for access to restricted and classified records; authorize and control access to restricted and classified records and materials; and facilitate preparation of statistical and other reports.
NARA may disclose information in these access authorization files to other agencies that have an equity in the restricted or classified records in order for agency officials to review access authorization requests. The routine use statements A, F, and G, 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 restricted and classified records access authorization files may be retrieved by some or all of the following: the name of the individual, the name of the sponsoring agency, Record Group number, or collection title.
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 doors are secured and all entrances are monitored by electronic surveillance equipment.
RETENTION AND DISPOSAL: Restricted and classified records access authorization 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: For access authorization files maintained by Space and Security Management Divisions, the system manager is: Assistant Archivist for Administrative Services (NA). For access authorization files located in organizational units in the Office of Records Services - Washington, DC, the system manager is: Assistant Archivist for Records Services - Washington, DC (NW). For access authorization files located in the Office of Presidential Libraries and the Nixon Presidential Materials Staff, the system manager is: Assistant Archivist for Presidential Libraries (NL). For access authorization files located in the following locations, the system manager is the director: Regional Records Services Facilities, and Presidential Libraries and Projects, The addresses for these locations are 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.
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 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 these files is obtained from persons who request to use restricted and classified records, NARA employees who maintain the files, employers of requestors, and sponsoring agency officials.