Privacy Program Resources

NARA Privacy Act Systems: NARA 33

SYSTEM NAME: Development and Donor Files.


SYSTEM LOCATION: The agency's development and donor files are maintained by the Office of Strategy and Communications (Development Staff), and the Office of Business Support Services (Office of Chief Financial Officer, National Archives Trust Fund Division).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include persons who donate money or other gifts to NARA, the Foundation for the National Archives, and prospective donors and other people contacted by the development staff, the Archivist of the United States, and other NARA officials.

CATEGORIES OF RECORDS IN THE SYSTEM: Development and donor files may include: Individual's and organization's contact, biographical, and demographic information; donor background information, interests, affiliations, and giving history, including their relationship and participation with the agency and its stakeholders; prospect management data such as interests, affiliations, cultivation and solicitation of gifts, strategy reports, and talking points; information on gifts and pledges and miscellaneous information about each gift; and record of acknowledgment packages and solicitation letters, including membership cards, receipts, reminders, renewal notices, program notices, and invitations and attendance at special events.


ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains development and donor files in order to facilitate the Archivist of the United States' gift solicitation and receipt authority on behalf of NARA. The information in these files may be shared, but not for redistribution, with the member (must be personal to the member, not shared between members) and staff, Foundation Board directors, and contractors of the Foundation for the National Archives, which is a non-governmental, 501(c)(3) organization that supports NARA programs and activities by soliciting, receiving, expending, and otherwise utilizing monetary donations and other gifts on behalf of NARA programs. The routine use statements A, 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 the records may be retrieved by the individual's name or the organization, interest, project, or gift level with which the individual is associated.

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: Development and donor 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 development and donor files are:

  1. For files relating to the activities of the Foundation for the National Archives: Chief Strategy and Communications Officer; and
  2. For files relating to the activities of the National Archives Trust Fund Board: 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 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 development and donor files is obtained from the Foundation for the National Archives and by the Center for the National Archives Experience in its daily business activities, including communications with, and cultivation and solicitation of, prospective donors and members and publicly-available NARA sources.

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