NARA Privacy Act Systems: NARA 11
SYSTEM NAME: Credentials and Passes.
FEDERAL REGISTER CITATION: 78 FR 77255
SYSTEM LOCATION: Records related to credentials and passes are maintained at the following locations:
(1) Office of Business Support Services (Security Management Division and Field Support Management Division);
(2) Office of the Federal Register;
(3) Individual Presidential Libraries;
(4) Washington National Records Center;
(5) National Personnel Records Center; and
(6) NARA Continuity Facility.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system may include: NARA employees, volunteers, and contractors at all NARA facilities; and employees or contractors of other federal agencies temporarily stationed at NARA.
CATEGORIES OF RECORDS IN THE SYSTEM: Credentials and passes may include: copies of official passport records; copies of identification badges; and administrative forms and information in electronic databases used to generate NARA identification badges and access cards and to issue room and stack area keys and parking space permits. Credentials and passes may contain some or all of the following information about an individual:
1. Official passport records: copies of passport application records which include: name; photograph; name of agency (NARA); address; telephone number; Social Security number; position title; grade; birth date; height; weight; color of hair and eyes; passport number; passport issue and expiration dates;
2. Copies of identification badges and administrative forms and information in electronic databases used to generate NARA identification badges and access cards: name; photograph; NARA correspondence symbol; office telephone number; Social Security number; position title; grade; name of agency or firm (contractors only); birth date; height; weight; color of hair and eyes; identification/access card number; card issue and expiration dates; building locations, time zones, and reasons for required access; signatures of the individual and authorized officials; and dates of signatures;
3. Administrative forms and information in electronic databases used to issue room and stack area keys: name; NARA correspondence symbol; office telephone number; building room number/stack area; type of key issued (single door or stack master); key tag number; signatures of the individual and authorized official; and dates of signatures; and
4. Administrative forms and electronic database used to control parking locations: name; address; office telephone number; name of agency; make, year, and license number of vehicle; signatures of carpool members; and dates of signatures.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2104.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains records on individuals to facilitate issuing and controlling Government passports, NARA identification badges, access cards, room and stack area keys, and parking space permits. At the National Archives at College Park, information in an electronic database is used to generate single badges that identify individuals and electronically allow individuals to enter and exit secured and non-secured areas of the building. Routine use statements A, B, C, D, E, F, G, H, and I described in Appendix A also apply to this system of records.
STORAGE: Paper and electronic records.
RETRIEVABILITY: Information in credentials and passes may be retrieved by the individual's name, identification card number, and/or social security number.
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: Credentials and passes 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 managers for the following types of credentials and passes are:
1. For official passport records: Executive for Business Support Services;
2. For records used for NARA employee and volunteer identification badges and access cards in the Washington, DC area, and for records used for contractor identification badges and access cards, key issuance, and parking control at the National Archives Building and the National Archives at College Park: Executive for Business Support Services;
3. For records used for NARA contractor identification badges and access cards, key issuance and parking control at the Washington National Records Center: Director, Washington National Records Center;
4. For records used for key issuance and parking control at the Office of the Federal Register: Director of the Federal Register;
5. For records used for NARA identification badges and access cards, key issuance, and parking control at the National Personnel Records Center: Director of the National Personnel Records Center;
6. For records used for NARA identification badges and access cards, key issuance, and parking control at a Presidential library: director of individual library;
7. For records used for NARA identification badges and access cards, key issuance, and parking control at the NARA Continuity Facility: Executive for Business Support Services; and
8. For records used for NARA identification badges and access cards, key issuance, and parking control at all other NARA facilities: Executive for Business Support 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 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 credentials and passes is obtained from individuals being issued credentials and passes from authorized issuing officials.