Privacy Program Resources

NARA Privacy Act Systems: NARA 15

SYSTEM NAME: Freelance Editor/Indexer Files.

SYSTEM LOCATION: Freelance editor/indexer files are located in the Office of Strategy and Communications (Publications and Creative Development staffs).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include freelance editors and indexers with whom NARA has contracted for editing and indexing services or who have expressed an interest in performing such services for NARA.

CATEGORIES OF RECORDS IN THE SYSTEM: Freelance editor/indexer files may include: correspondence; resumes; biographical statements; evaluations; examples of previous work; invoices; and certifications for payment. These records may contain some or all of the following information about an individual: Name; address; email address; telephone number; educational background; professional experience and awards; research interests; titles of publications; and other information furnished by the individual.


ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains freelance editor/indexer files on individuals to: Review professional qualifications of editors and indexers; provide referral to NARA offices when freelancers are needed to handle their service projects; make assignments and indicate assignment completion dates; evaluate the quality of work performed during assignments; and document editing and indexing expenditures for budgetary purposes. The routine use statements A, F, G and H, described in Appendix A, also apply to this system of records.


STORAGE: Paper records and electronic records.

RETRIEVABILITY: Information in freelance editor/indexer files may be retrieved by the name of the individual.

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: Freelance editor/indexer 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 is the Chief Strategy and Communications Officer. 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 freelance editor/indexer files may be obtained from: Freelance editors and indexers with whom NARA has contracted to perform editing and indexing services; freelance editors and indexers who have expressed an interest in performing services for NARA; NARA employees who maintain the files; and references furnished by freelance editors and indexers.

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