Privacy Program Resources

NARA Privacy Act Systems: NARA 26

SYSTEM NAME: Volunteer and Unpaid Student Intern Files.


SYSTEM LOCATION: Volunteer and unpaid student intern files may be maintained in supervisory or administrative offices at all NARA facilities that use volunteer or student workers.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include people who have applied to be NARA volunteers or unpaid student interns.

CATEGORIES OF RECORDS IN THE SYSTEM: Volunteer or unpaid student intern files consist of a variety of records maintained by operating officials to administer personnel matters affecting volunteers and unpaid student interns. Records may include: applications for volunteer/unpaid intern service and for building passes, registration forms, other administrative forms, correspondence, resumes, letters of recommendation, college transcripts and forms, performance assessments, and copies of timesheets. Volunteer/unpaid student intern files may include some or all of the following information about an individual: Name; email address; home and emergency addresses and telephone numbers; Social Security number; birth date; professional qualifications, training, awards, and other recognition; employment history; information about injuries, conduct, attendance, years of service, forms related to the volunteer code of conduct; and work assignments. This system of records does not include official personnel files, which are covered by Office of Personnel Management systems of records OPM/GOVT-1 through 10.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2105(d) and generally 5 and 31 U.S.C.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains volunteer/unpaid student intern files on individuals to: evaluate individuals who apply to serve as volunteers, docents, interns, and work study students at NARA facilities; assign work and monitor performance; and carry out personnel management responsibilities that affect those volunteers. NARA may disclose volunteer information to volunteer associations on NARA support foundations that support and help organize volunteers. NARA may disclose attendance and performance information on interns and work study students to colleges and universities that oversee those individuals in student internships and work study programs. The routine use statements A, B, C, D, F, G, H, and I described in Appendix A, also apply to this system of records.


STORAGE: Paper and electronic records.

RETRIEVABILITY: Information in volunteer/unpaid student intern files may be retrieved primarily by the individual's name.

SAFEGUARDS: During business hours, paper records are maintained in areas accessible only 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: Volunteer/unpaid student intern 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 managers for volunteer and unpaid student intern files are:

  1. For files located in a Presidential library: director of individual library;
  2. For files on Washington, DC,-area volunteers/unpaid student interns: executive or staff director of the volunteer/intern's respective office or staff;
  3. For files on volunteers/unpaid student interns outside the Washington, DC,-area: executive of the volunteer/intern's respective office.

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 given 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 volunteer files is obtained from the volunteers themselves, NARA supervisors, people listed as references in applications submitted by volunteers, and educational institutions.

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