Privacy Program Resources

NARA Privacy Act Systems: NARA 25

SYSTEM NAME: Order Fulfillment and Accounting System (OFAS) Records

SYSTEM LOCATION: Order Fulfillment and Accounting System (OFAS) records are maintained in the following locations:

  1. Office of Research Services;
  2. Office of Legislative Archives, Presidential Libraries, and Museum Services;
  3. Office of the Federal Register; and
  4. Office of Business Support Services (Office of the Chief Financial Officer, National Archives Trust Fund Branch).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include: Researchers who order reproductions at Washington, DC,-area facilities, Presidential libraries, and archival custodial units nationwide or online via the Web site; and customers who order NARA inventory items, such as microform and printed publications, mementos, and other specialty products from NARA catalogues and other marketing publications.

CATEGORIES OF RECORDS IN THE SYSTEM: OFAS records may include: Order forms; correspondence; copies of checks, money orders, credit card citations, and other remittances; invoices; and order and accounting information in the electronic system. These records may contain some or all of the following information about an individual: Name, address, telephone number, record(s) or item(s) ordered, and credit card or purchase order information. OFAS records also include user profile data, reproduction order form data, transaction data, and credit card payment data transmitted from NARA Online Ordering System, NARA 37 via an automated XML (Extensible Markup Language) interface that operates within NARA's secure internal network.


ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES NARA maintains OFAS records on individuals to: Receive, maintain control of, and process orders for Point of Sale and other fee items; bill customers for orders; maintain payment records for orders; process refunds; and provide individuals with information on other NARA products. Customer order information may be initially disclosed to a NARA agent, a bank that collects and deposits payments in a lockbox specifically used for crediting order payments to the National Archives Trust Fund. NARA also may disclose information in OFAS records to process customer refunds to the Bureau of Public Debt (BPD), which provides NARA's financial and accounting system under a cross-servicing agreement. The routine use statements A, E, F and H, described in Appendix A, also apply to this system of records.


RETRIEVABILITY: Information in OFAS records may be retrieved by the individual's name or the OFAS transaction number. Information in electronic records may also be retreived by the invoice number or zip code.

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: OFAS records 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: For OFAS records: Executive for Business Support Services. 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 OFAS records is obtained from customers, NARA employees or agents who are involved in the order process, and BPD employees who process refunds.

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