Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 6

SYSTEM NAME: Mailing List Files.

SYSTEM LOCATION: Mailing lists may be maintained in the following NARA locations. The addresses for these locations are listed in Appendix B following the NARA Notices:

       (1) Congressional and Public Affairs Staff;
       (2) National Historical Publications and Records Commission;
       (3) Public Programs Division;
       (4) Staff Development Services Branch;
       (5) Acquisitions Services Division;
       (6) Presidential Libraries and Projects;
       (7) Regional Records Services Facilities;
       (8) NARA Development Staff; and
       (9) Policy and Communications Staff.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system may include: members of the media; members of Congress; members of the National Historical Publications and Records Commission; members of the Foundation for the National Archives; local, political, and other dignitaries; researchers and records managers; historians, archivists, librarians, documentary editors, and other professionals in related fields; educators; authors; subscribers to free and fee publications and newsletters; buyers of NARA products; vendors; and other persons with an interest in National Archives programs, exhibits, conferences, training courses, and other events.

CATEGORIES OF RECORDS IN THE SYSTEM: In addition to names and addresses, mailing lists may include any of the following information about an individual: home/business telephone number; position title; name of employer, organization, and/or institutional affiliation; and subscription expiration date.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2104, 2307 and 2904(c).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains mailing lists to generate address labels to: disseminate mailings of NARA publications, newsletters, press releases, and announcements of meetings, conferences, workshops, training courses, public and educational programs, special events, and procurements; send invitations for exhibit openings, lectures, and other special events; and send customers updated information about NARA holdings and about methods of requesting copies of accessioned and non-current records.

The routine use statement F, described in Appendix A following the NARA Notices, also applies to this system of records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE: Electronic records from which paper records may be printed.

RETRIEVABILITY: Information about individuals maintained in mailing lists may be retrieved by: the name of the individual; the name of an employer or institutional/organizational affiliation; the category of individuals/organizations on mailing lists; the city or zip code.

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: Mailing lists are periodically updated and purged of outdated information. NARA organizational units retain mailing lists for as long as the lists are needed for the purposes previously cited.

SYSTEM MANAGER(S) AND ADDRESS: For mailing lists maintained in the previously cited locations (1) through (9), the system managers are:

       (1) Director, Congressional and Public Affairs Staff (NCON);
       (2) Executive Director, National Historical Publications and Records Commission (NHPRC);
       (3) Assistant Archivist for Records Services - Washington, DC (NW);
       (4) Assistant Archivist for Human Resources and Information Services (NH);
       (5) Assistant Archivist for Administrative Services (NA);
       (6) Directors, of the individual Presidential Libraries;
       (7) Directors, of the individual Regional Records Services Facilities;
       (8) Director, NARA Development Staff; and
       (9) Director, Policy and Communications Staff (NPOL).

The addresses are listed in Appendix B following the NARA Notices.

NOTIFICATION PROCEDURE: Individuals interested in inquiring about their records should notify NARA Privacy Act Officer (NGC), whose 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 mailing lists is obtained from individuals whose names are recorded on mailing lists for the purposes previously cited or from NARA employees who maintain the lists.

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