NARA Privacy Act Systems: NARA 1
SYSTEM NAME: Researcher Application Files
SYSTEM LOCATION: Researcher application files are maintained in the following locations in the Washington, DC area and other geographical regions. The addresses for these locations are listed in Appendix B following the NARA Notices:
(1) Customer Services Division;
(2) Presidential libraries and projects; and
(3) Regional records services facilities.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include persons who apply to use original records for research in NARA facilities in the Washington, DC area, the Presidential libraries, and the regional records services facilities.
CATEGORIES OF RECORDS IN THE SYSTEM: Researcher application files may include: researcher applications; related correspondence; and electronic records. These files may contain the following information about an individual: name, address, telephone number, proposed research topic(s), occupation, name and address of employer/institutional affiliation, educational level and major field, expected result(s) of research, photo, researcher card number, type of records used, and other information furnished by the individual. Electronic systems may also contain additional information related to the application process.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2108, 2111 note, and 2203(f)(1).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains researcher application files on individuals to: register persons who apply to use original records for research at a NARA facility; record initial research interests of researchers; determine which records researchers may want to use; to contact researchers if additional information of research interest is found or if problems with the requested records are discovered; and prepare mailing lists for sending notices of events and programs of interest to researchers, including the fundraising and related activities of the National Archives Foundation (unless individuals elect that that their application information not be used for this purpose). The electronic databases serve as finding aids to the applications. Information in the system is also used by NARA staff to compile statistical and other aggregate reports regarding researcher use of records.
The routine use statements A, C, E, F, and G, described in Appendix A following the NARA Notices, also apply to this system of records.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE: Paper and electronic records.
RETRIEVABILITY: Information in the records may be retrieved by the name of the individual or by researcher card number.
SAFEGUARDS: During normal hours of operation, paper records are maintained in areas accessible only to authorized personnel of NARA. Electronic records are accessible via passwords from terminals located in attended offices. After hours, buildings have security guards and/or doors are secured and all entrances are monitored by electronic surveillance equipment.
RETENTION AND DISPOSAL: Researcher application files are temporary records and are destroyed in accordance with the disposition instructions in the NARA records schedule contained in FILES 203, 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 researchers who apply to use records and Nixon presidential materials in the Washington, DC area, the system manager for researcher application files is: Assistant Archivist for Records Services - Washington D.C.(NW). For researchers who apply to use accessioned records, presidential records, and donated historical materials in the Presidential libraries and the regional records services facilities, the system managers of researcher application files are the directors of the individual libraries and regional records services facilities. The addresses for these locations are listed in Appendix B following the NARA Notices.
NOTIFICATION PROCEDURE: Individuals interested in inquiring about their records should notify the NARA Privacy Act Officer, whose address is listed in Appendix B after the NARA Notices.
RECORD ACCESS PROCEDURES: Individuals who wish to gain access to their records should submit their 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 and appealing initial determinations are found in 36 CFR part 1202.
RECORD SOURCE CATEGORIES: Information in researcher application files is obtained from researchers and from NARA employees who maintain the files.
