NARA Privacy Act Systems: NARA 1
SYSTEM NAME: Researcher Application Files
FEDERAL REGISTER CITATION: 87 FR 14909
SYSTEM LOCATION: Researcher application files are maintained in the following locations:
(1) Individual Presidential libraries; and
(2) Office of Research Services.
The system address is the same as the system manager address.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include people who apply to use archival materials for research in NARA facilities.
CATEGORIES OF RECORDS IN THE SYSTEM: Researcher application files may include: Researcher applications; related correspondence; and electronic records. These files may contain the following information about an individual: Name; address; telephone number; proposed research topic(s); occupation; name, email address, and mailing address of employer/institutional affiliation; educational level and major field of study; expected result(s) of research; photo; researcher card number; type of records used; and other information furnished by the individual. Electronic systems may also contain additional information related to the application process.
PURPOSE(S): NARA uses the information in this system to register researchers who wish to access archival materials; to maintain physical and intellectual control over archival holdings and to refer related information to the Office of Inspector General if we determine that archival materials are missing or mutilated; to disseminate information related to events and programs of interest to NARA's researchers, as appropriate; to enable contact tracing related to a public health emergency, such as a pandemic or epidemic, and to report exposures to public health departments, as required; and to measure customer satisfaction with NARA services. We may use aggregate information from this system to review, analyze, plan, and formulate policy related to customer service staffing and facility needs.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2108, 2111 note, and 2203(g)(1).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: We disclose, pursuant to the following routine uses, researcher application files to:
(a) Provide relevant information to Federal agencies such as the Department of Health and Human Services (HHS), state and local health departments, and other public health or cooperating medical authorities, to more effectively respond to exposures to communicable diseases, and to satisfy mandatory reporting requirements when applicable; and
(b) routine uses A, C, E, F, G, H, and I, described in Appendix A. Appendix A was last republished on December 20, 2013 (78 FR 77255, 77287). For the most up-to-date information, see the Appendix on our website at www.archives.gov/privacy/inventory.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
Paper and electronic records.
POLICIES AND PRACTICES FOR RETRIEVING RECORDS:
Staff may retrieve information in the records by the individual's name, researcher card number, or any of the other fields in the researcher registration database.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
During normal hours of operation, we maintain paper records in areas accessible only by authorized NARA personnel. Authorized NARA personnel access electronic records via password-protected workstations located in attended offices or through a secure remote-access network. After business hours, buildings have security guards and secured doors, and electronic surveillance equipment monitors all entrances.
POLICIES AND PRACTICES FOR RETAINING AND DISPOSING OF RECORDS:
Researcher application files are temporary records and we destroy them in accordance with 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 (at the address listed in Appendix B).
SYSTEM MANAGER(S) AND ADDRESS: The system managers for researcher application files are:
(1) For researchers who apply to use records or archival materials in a Presidential library: The director of the individual Presidential library; and
(2) For researchers who apply to use records or archival materials in any other facility: Executive for Research Services.
The business addresses for these system managers are listed in Appendix B, last republished September 27, 2018 (83 FR 48869). As system manager contact information is subject to change, for the most up-to-date information visit our website at www.archives.gov/privacy/inventory.
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 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 researcher application files is obtained from researchers and from NARA employees who maintain the files.