Privacy Program Resources

NARA Privacy Act Systems: NARA 41

SYSTEM NAME: Use of Space in Presidential Libraries and Grounds Case Files.

FEDERAL REGISTER CITATION: 78 FR 77255

SYSTEM LOCATION: Use of space case files are maintained at the individual Presidential library that received the request for use.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include people who request permission to use Presidential libraries and grounds and people sponsoring, promoting, conducting, or supervising activities associated with such requests.

CATEGORIES OF RECORDS IN THE SYSTEM: Use of space case files include: Applications, correspondence, supporting documents, research, and other administrative forms used in the process. Case files may contain some or all of the following information about an individual: Names, addresses, telephone numbers, email addresses, credit card information, copies of documents furnished to the requester, and any additional information provided by the requester.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 552a(a)(3), as amended; and 44 U.S.C. 2104(a) as amended.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains the application forms and related information concerning applicants and other involved people, action taken on requests, and schedules and status information concerning approved events.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE: Paper and electronic records.

RETRIEVABILITY: Information in these case files may be retrieved by the event's name or date.

SAFEGUARDS: During business hours, paper records are accessible only by authorized NARA personnel. Electronic records are accessible via password-protected terminals located in attended offices or via a secure remote access system. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

RETENTION AND DISPOSAL: NARA case 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: For these case files, the system managers are the directors of the individual Presidential libraries. 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 these case files is obtained from people who request use of the Presidential libraries and grounds and people sponsoring, promoting, conducting, or supervising activities associated with such requests.

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