Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 11

SYSTEM NAME: Credentials and Passes.

SYSTEM LOCATION: Records related to credentials and passes are maintained at the following locations in the Washington, DC area and other geographical regions. The addresses are listed in Appendix B following the NARA Notices.

        (1) Policy and Communication Staff;
        (2) Space and Security Management Division;
        (3) Facilities and Materiel Management Services Division;
        (4) Office of the Federal Register;
        (5) Regional Records Services Facilities;
        (6) Presidential Libraries and Projects; and
        (7) Washington National Records Center

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system may include NARA employees, volunteers, contractors at all NARA facilities, and employees or contractors of other federal agencies temporarily stationed at NARA.

CATEGORIES OF RECORDS IN THE SYSTEM: Credentials and passes may include: copies of official passport records; copies of identification badges; and administrative forms and information in electronic databases used to generate NARA identification badges and access cards and to issue room and stack area keys and parking space permits. Credentials and passes may contain some or all of the following information about an individual:

1. Official passport records: Copies of passport application records which include: name; photograph; name of agency (NARA); address; telephone number; social security number; position title; grade; birthdate; height; weight; color of hair and eyes; passport number; passport issue and expiration dates;

2. Copies of identification badges and administrative forms and information in electronic databases used to generate NARA identification badges and access cards: name; photograph; NARA correspondence symbol; office telephone number; social security number; position title; grade; name of agency or firm (contractors only); birthdate; height; weight; color of hair and eyes; identification/access card number; card issue and expiration dates; building locations, time zones, and reasons for required access; signatures of the individual and authorized officials; and dates of signatures;

3. Administrative forms and information in electronic databases used to issue room and stack area keys: name; NARA correspondence symbol; office telephone number; building room number/stack area; type of key issued (single door or stack master); key tag number; signatures of the individual and authorized official; and dates of signatures; and

4. Administrative forms used to assign parking spaces: name; address; office telephone number; name of agency; make, year, and license number of vehicle; signatures of carpool members; and dates of signatures.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2104.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains records on individuals in order to facilitate the issuance and control of Government passports, NARA identification badges, access cards, room and stack area keys, and parking space permits. At the National Archives at College Park, information in an electronic database is used to generate single badges that identify individuals and electronically allow individuals to enter and exit secured and non-secured areas of the building.

Routine use statements A, B, C, D, E, F, and G, described in Appendix A following the NARA Notices, also apply to this system of records.

STORAGE: Paper and electronic records.

RETRIEVABILITY: Information in credentials and passes may be retrieved by the name of the individual, identification card number, and/or social security number.

SAFEGUARDS: During business hours, paper records are maintained in areas accessible only to authorized NARA personnel. Electronic records are accessible via passwords from terminals located in attended offices. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

RETENTION AND DISPOSAL: Credentials and passes 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: The system managers for the following types of credentials and passes are:

1. Official passport records: Director, Policy and Communications Staff(NPOL);

2. Records used for NARA identification badges and access cards for employees and volunteers in the Washington, DC area, for badges and access cards for contractors at the National Archives Building and the National Archives at College Park, and for key issuance and parking control at the National Archives Building and the National Archives at College Park: Assistant Archivist for Administrative Services (NA).

3. Records used for NARA identification badges and access cards for contractors and for key issuance and parking control at the Washington National Records Center: Director, Washington National Records Center (NWMW).

4. Records used for key issuance and parking control at the Office of the Federal Register: Director of the Federal Register (NF).

5. Records used for NARA identification badges and access cards and for key issuance and parking control at the National Personnel Records Center, Presidential Libraries and Projects, and Regional Records Services Facilities: Directors of the National Personnel Records Center, Presidential Libraries and Projects, and Regional Records Services Facilities.

NOTIFICATION PROCEDURE: Individuals interested in inquiring about their records should notify the NARA Privacy Act Officer at the address given in Appendix B.

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 credentials and passes is obtained from individuals being issued credentials and passes from authorized issuing officials.

Return to NARA Privacy Act Systems Inventory

Top of Page

Freedom of Information Act (FOIA) >

The U.S. National Archives and Records Administration
1-86-NARA-NARA or 1-866-272-6272

.