Privacy Program Resources

NARA Privacy Act Systems: NARA 32

SYSTEM NAME: Alternate Dispute Resolution Files.


SYSTEM LOCATION: Alternate Dispute Resolution (ADR) files are maintained by the Office of General Counsel.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include NARA staff and former staff who participate in the ADR process, the agency's Dispute Resolution Specialist and Deputy Dispute Resolution Specialist, the agency's RESOLVE contact, members of the ADR panel (representatives from the equal employment opportunity office, the diversity program, the Human Capital Office, and the local American Federation of Government Employees AFGE) union and contractor personnel used as mediators in the ADR process.

CATEGORIES OF RECORDS IN THE SYSTEM: ADR files may include: Written and electronic (sometimes sensitive) communication between the employee or former employee, participant representative(s), Dispute Resolution Specialist and Deputy Dispute Resolution Specialist, the agency's RESOLVE contact, members of the ADR panel, and the contractor mediator; procurement data; invoices for services; and ADR case files. The system may contain the following information about an individual: Name, home and office addresses, telephone number, social security number, dollar value of services rendered by the contractor, previous employment disputes, and the contractor's education and employment experience.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: Public Laws 101-552 and 104-320, as amended.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains ADR files in order to facilitate the Alternative Dispute Resolution program at the agency. These records may be used by an employee or former employee in the course of resolving a dispute, by members of the dispute resolution staff facilitating dispute resolution and payment of contractors, and by the contractor mediators performing services and invoicing for an ADR case. The routine use statements A F, H and I, described in Appendix A, also apply to this system of records.


STORAGE: Paper and electronic records.

RETRIEVABILITY: Information in the records may be retrieved by: The individual's name; the work site location; a numeric case file number; or the type of request.

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: Agency Alternate Dispute Resolution 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 for ADR program files is the General Counsel. The business address for this system manager 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 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 the agency Alternate Dispute Resolution program files is obtained from NARA staff and former staff, participant representative(s), the dispute resolution staff, the ADR panel, and the contractor mediators.

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