Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 22

SYSTEM NAME: Employee Related Files.

SYSTEM LOCATION: Employee related files may be maintained at supervisory or administrative offices at all NARA facilities.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include former and current NARA employees and relatives of employees of the National Personnel Records Center.

CATEGORIES OF RECORDS IN THE SYSTEM: Employee related files consist of a variety of employee related records maintained for the purpose of administering personnel matters. These files may contain some or all of the following information about an individual: name; home and emergency addresses and telephone numbers; social security number; birthdate; professional qualifications, training, awards, and other recognition; employment history; and information about congressional employee relief bills, conduct, and work assignments. Employee related records may also include military service data on employees of the National Personnel Records Center and their relatives accumulated by operating officials in administering the records security program at the Center. Employee related files do not include official personnel files which are covered by Office of Personnel Management systems of records OPM/GOVT-1 through 10.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. and 31 U.S.C.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains employee related files on individuals in order to document travel and outside employment activities of NARA employees, and to carry out personnel management responsibilities in general.

The routine use statements A, B, C, D, 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 employee related files may be retrieved primarily 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 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: Employee related 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: System managers for employee files are the Office heads and staff directors of individual offices and staffs in the Washington, DC area and the directors of the Presidential Libraries and Projects, 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 at the address listed in Appendix B following 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 listed 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 employee related files may be obtained from NARA employees and supervisors, and other personnel and administrative records.

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