Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 27

SYSTEM NAME: Contracting Officer and Contracting Officer's Technical Representative (COTR) Designation Files.

SYSTEM LOCATION: Contracting officer and contracting officer's technical representative (COTR) designation files are maintained in the Acquisitions Services Division and the Financial Services Division in the Washington, DC area.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include current and former NARA employees who have been appointed as NARA contracting officers, Government credit cardholders, and COTRs in accordance with Federal Acquisition Regulations (FAR) and internal procurement procedures.

CATEGORIES OF RECORDS IN THE SYSTEM: Contracting officer and COTR designation files may include: Standard Forms 1402, Certificate of Appointment; correspondence, copies of training course certificates; copies of training forms; and lists. These files may contain some or all of the following information about an individual: name, address, NARA correspondence symbol, telephone number, social security number, birthdate, position title, grade, procurement authorities, and information about procurement training and Government credit cards issued.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2104 and 48 CFR 1.603 generally.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains contracting officer and COTR designation files in order to administer procurement certification and training programs for NARA contracting officers, credit cardholders, and COTRs in accordance with the FAR and internal procurement procedures.

The routine use statements A and F, 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 contracting officer and COTR designation files may be retrieved by the name of the individual or by NARA correspondence symbol.

SAFEGUARDS: During business hours, records are maintained in areas accessible only to authorized NARA personnel. Electronic records are acces-si-ble via pass-words from termi-nals located in attend-ed offices. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

RETENTION AND DISPOSAL: Contracting officer and COTR designation 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. Electronic files are periodically updated and purged of outdated information. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

SYSTEM MANAGER(S) AND ADDRESS: The system manager for contracting officer and COTR designation files is the Assistant Archivist for Administrative Services (NA). The address for this location is 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 contracting officer and COTR designation files may be obtained from the individuals on whom records are maintained, NARA supervisors, and organizations that provide procurement training or issue Government credit cards.

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