Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 3

SYSTEM NAME: Donors of Historical Materials Files

SYSTEM LOCATION: Donors of historical materials files are maintained in the following locations in the Washington, DC area and other geographical regions. The addresses for these locations are listed in Appendix B following the NARA Notices:

       (1) Office of Records Services -Washington, DC organizational units;
       (2) Office of Presidential Libraries:
       (3) Presidential Libraries, Projects, and Staffs; and
       (4) Regional Records Services Facilities.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include donors and potential donors of historical materials and oral history interviews to the Office of Records Services -Washington, DC, Presidential Libraries, Projects, and Staffs, and Regional Records Services Facilities.

CATEGORIES OF RECORDS IN THE SYSTEM: Categories of records in this system may include correspondence, deeds of gift, deposit agreements, accession files, accession cards, accession logs, inventories of museum objects, and oral history use agreements, all of which are related to the solicitation and preservation of donations and oral history interviews. These files may contain the following information about an individual: name, address, telephone number, occupation, and other biographical data as it relates to the solicitation and donation of historical materials and oral history interviews.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2111 and 2112.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains donors of historical materials files on individuals to: record deeds of gift and oral history use agreements; administer the solicitation of, accessioning of, and access to historical materials; maintain control over the accessions program; and facilitate future solicitations of gifts. NARA may disclose these records to other Federal agencies and former presidents and their agents as NARA administers the access provisions of a deed of gift.

The routine use statements A, 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 donors of historical materials files may be retrieved by the name of the individual or by the accession number assigned to the donation.

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: Donors of historical materials files are permanent records and are transferred to the National Archives of the United States 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: For donors of historical materials files located in organizational units in the Office of Records Services -Washington, DC, the system manager is the Assistant Archivist for Records Services - Washington, DC, (NW). For donors of historical materials files located in the Office of Presidential Libraries, the system manager is the Assistant Archivist for Presidential Libraries (NL). For donors of historical materials files located in Presidential Libraries, Projects, and Staffs and the Regional Records Services Facilities, the system manager is the director of the individual Presidential Library, Project, or Staff or Regional Records Services Facility. The addresses for these locations are listed in Appendix B following the NARA Notices.

NOTIFICATION PROCEDURE: Individuals interested in inquiring about their records should submit their request in writing to the NARA Privacy Act Officer at the address given in Appendix B.

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 given above.

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 donors of historical materials files may be obtained from: donors; potential donors; NARA employees who maintain the files and handle solicitations and donations of historical materials and oral history interviews; associates and family members of donors; associates of former presidents; and published sources.

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