Privacy Program Resources

NARA Privacy Act Systems: NARA 42

SYSTEM NAME: Contestant Application Files.

SYSTEM LOCATION: The contestant application files are maintained in the regional archives, Presidential library, or NARA headquarters facility that organized the competition, contest, or challenge. Contestant application information may also be maintained electronically on the Web site through which the contest was conducted, such as

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include people who entered contests conducted by the NARA.

CATEGORIES OF RECORDS IN THE SYSTEM: Contestant applications files may contain some or all of the following information: The user name under which the entry was submitted, name, email address, phone number, contestant submission, prize information if one was awarded, parental or legal guardian information in the event the applicant was a minor, grant of license to use intellectual property associated with the contest submission, and any additional information provided by the contestant related to the administration of the competition.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 552a(a)(3), as amended. 42 U.S.C. 1861, as amended, and 44 U.S.C. 2104(a).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains contest applicant information and related information to conduct contests, competitions, and challenges. The routine use statements A, B, C, D, E, F, G and H, described in Appendix A, also apply to this system of records.


STORAGE: Paper and electronic records.

RETRIEVABILITY: Information in these case files may be retrieved by the contestant's user name or location, contest information, or other field provided by the electronic platform on which the contest is hosted.

SAFEGUARDS: The case files are at all times maintained in buildings with secured doors. During business hours records are accessible only by authorized NARA personnel. Electronic records are accessible via secure user names and passwords. After business hours, or when NARA personnel are not present in the offices, the paper records are secured in locked filing cabinets.

RETENTION AND DISPOSAL: NARA contestant application files 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 these case files, the system manager is the Chief Innovation Officer. 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 these contestant application files is obtained from people who participate in contests organized by NARA.

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