Freedom of Information Act (FOIA)

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. Addresses are located at 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 persons who entered contests conducted by the National Archives and Records Administration.

Categories of Records in the System: The Contestant Applications 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. 44 U.S.C. 2104(a), as amended. 42 U.S.C. 1861.

Routine Uses of Records Maintained in the System, Including Categories of Users and the Purposes of Such Uses: NARA maintains the contest applicant information and related information concerning contest submissions. Routine uses A, B, C, D, E, F, G, and H listed in Appendix A apply to this system.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:

Storage: Paper and electronic records.

Retrievability: Information in these case files may be retrieved by the user name of the contestant, name contest information, location of contestant 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 supplement to 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 these case files, the system manager is Jill James, Office of Information Services, Room 3200, National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740. Telephone: (301) 837-0760. Fax: (301) 837-0312.

Notification Procedure: Individuals interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed 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 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 these contestant application files is obtained from persons who participate in contests organized by National Archives.

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