Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 9

SYSTEM NAME: Authors Files.

SYSTEM LOCATION: Authors files are maintained in the Office of Strategy and Communications (Communications and Marketing Division).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include authors who have submitted manuscripts for publication in Prologue: Quarterly of the National Archives or in other NARA publications.

CATEGORIES OF RECORDS IN THE SYSTEM: Files on authors may include: correspondence; resumes; biographical statements; and manuscript copies of articles. These records may contain some or all of the following information about an individual: name; address; telephone number; educational background; professional experience and awards; research interests; and titles of previous publications.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2307.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains files on individual authors in order to: select authors' manuscripts for publishing in Prologue: Quarterly of the National Archives or in other NARA publications; maintain a record of authors' manuscripts; contact authors concerning re-publication of manuscripts; and other related issues. 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 authors files may be retrieved by the publication's issue date and then by the individual's name.

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: Authors' 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). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

SYSTEM MANAGER(S) AND ADDRESS: The system manager is the Chief Strategy and Communications Officer. The business address for this location is 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 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 of a person's records and appealing initial determinations are found in 36 CFR part 1202.

RECORD SOURCE CATEGORIES: Information in authors' files is obtained from authors or their agents.

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