Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 16

SYSTEM NAME: Library Circulation Files.

SYSTEM LOCATION: Library circulation files are located at the National Archives Library in Washington, DC, College Park, MD, and at individual Presidential Libraries.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include all NARA employees and researchers who have borrowed books and other materials from the National Archives Library and/or the Presidential Libraries collections.

CATEGORIES OF RECORDS IN THE SYSTEM: Library circulation files contain the following information about an individual: Name; correspondence symbol or address; telephone number; email address; titles and call numbers of items borrowed; and dates that the items were borrowed.

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 library circulation files on individuals in order to control the circulation of library books, periodicals, and other materials in NARA's library collections. The routine use statements A F, G, and H, described in Appendix A 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 library circulation files may be retrieved by the individual's name, by the title of the item charged out, or by the call number for the item.

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: Library circulation 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 library circulation files are:

  1. For files in the Washington, DC, area: Executive for Research Services; and

  2. For files in a Presidential library: director of individual library;

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 given 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 library circulation files is obtained from NARA employees and researchers who borrow books and other materials from the library collections of the National Archives Library and/or the Presidential Libraries.

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