NARA Privacy Act Systems: NARA 33
SYSTEM NAME: Development and Donor Files.
SYSTEM LOCATION: The agency's Development and Donor files are maintained by NARA's Development Staff in the Office of the Archivist (NDEV) and the National Archives Trust Fund Division.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include persons who donate money or other gifts to NARA, the Foundation for the National Archives, and prospective donors and other persons contacted by the Development Staff, the Archivist of the United States, and other NARA officials.
CATEGORIES OF RECORDS IN THE SYSTEM: Development and Donor Files may include biographical and demographic information for individuals and organizations; background information, interests, affiliations, and giving history for donors, including their relationship and participation with the organization and its stakeholders; prospect management data such as interests, affiliations, cultivation and solicitation of gifts, strategy reports, and talking points; information on gifts and pledges made and miscellaneous information about each gift; record of acknowledgment packages and solicitation letters, including membership cards, receipts, reminders, renewal notices, program notices, and invitations and attendance at special events.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. § 2112(g)(1); 2305.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains Development and Donor Files in order to facilitate the gift solicitation and receipt authority of the Archivist of the United States on behalf of the National Archives and Records Administration. The information in these files may be shared, but not for redistribution, with the member (must be personal to the member, not shared among members) and staff, Foundation Board Directors, and contractors of the Foundation for the National Archives, which is a non-governmental, 501(c)(3) organization that support the programs and activities of NARA by soliciting, receiving, expending, and otherwise utilizing monetary donations and other gifts on behalf of NARA programs.
The Routine Use statements A, E, 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 the records may be retrieved by the name of the individual or the organization, interest, project, or gift level with which the individual is associated.
SAFEGUARDS: During normal hours of operation, paper records are maintained in areas accessible only to authorized personnel of NARA. Electronic records are accessible via passwords from terminals located in attended offices. After hours, buildings have security guards and/or doors are secured and all entrances are monitored by electronic surveillance equipment.
RETENTION AND DISPOSAL: Development and Donor 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: For Development and Donor files relating to the activities of the Foundation for the National Archives, the system manager is the Director of the Development Staff. For Development and Donor files relating to the activities of the National Archives Trust Fund Board, the system manager is the Director, National Archives Trust Fund Division. The addresses for these offices 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 is 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 the Development and Donor files is obtained from the Foundation for the National Archives and by the Development Staff in its daily business activities, including communications with and cultivation and solicitation of prospective donors and members and publicly available sources of NARA.