[Privacy Act Issuances (1995)]
[From the U.S. Government Publishing Office, www.gpo.gov]
DEPARTMENT OF AGRICULTURE
Agricultural Marketing Service
USDA/AMS--1
System name: Employment History Records for Licensed Nonfederal
Employees, USDA/AMS.
System location: Agricultural Marketing Service, USDA, 14th and
Independence Avenue, Washington, DC 20250.
Categories of individuals covered by the system: Commodity Inspectors,
Graders, Weighers, Classers, Collaborators, Licensed Plant
Employees, Agents, Appointees, Samplers.
Categories of records in the system: This system consists of such
information as applications for license, license files, bonding
records, biographical data, periods of employment, performance
ratings, commodities qualified to inspect, grader's powers of
attorney, recommendations for reemployment, factors which affect or
might affect desirability as an inspector, supervisory potential,
declaration sheets, preference sheets, current, expired, and voided
licenses, license examinations and score sheets, license renewal
score sheets, miscellaneous notes and memoranda, e.g. transfers,
cancellations, corrective action letters, letters of caution or
warning, inspection/grading performance/productivity data, letters
of suspension, indictment, complaint, proposals to revoke license,
etc. Content and extent of these records vary by commodity, program
and season.
Authority for maintenance of the system: 7 U.S.C. 51-65, 241-273, 451-
469, 471-476, 491, 493-499, 499a-499s, 411-511q, 601 et seq, 1551-
1611.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to states or other
Federal agencies to determine verification of employment or length
of service for retirement purposes; referral to Civil Service
Commission for required records and reports; to Government
Accounting Office for required records and reports to Department of
Justice for required records and reports. Referral to the
appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto.
``Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.''
Referral to a court, magistrate or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: File folders, notebooks, and cardex files.
Retrievability: Records are indexed by name of licensee and/or license
number.
Safeguards: Government office buildings, locked and unlocked file
cabinets and locked offices.
Retention and disposal: Records maintained indefinitely or until
separation or retirement or in accordance with prescribed retention
schedule. They are destroyed in conformance with prescribed
retention schedules. These records schedules have been implemented
by Agricultural Marketing Service Instruction 270-1, Records
Management Program.
System manager(s) and address: Each of the following Division
Directors:
Cotton Division
Livestock, Poultry, Grain, and Seed Division
Tobacco Division
Transportation and Warehouse Division
Notification procedure: Any individual may request information
concerning himself from this system from the Office of the Division
Director having custody of his records at the system location.
Record access procedures: Any individual may obtain information as to
the procedure for gaining access to a record in the system that
pertains to him by submitting a request to the appropriate Division
Director listed above.
Contesting record procedures: Any individual may obtain information as
to the procedure for contesting a record in the system that pertains
to him by submitting a request to the appropriate Division Director
listed above.
Record source categories: Information in this System comes primarily
from licensees, supervisors, with additional data provided by
references and investigative personnel.
USDA/AMS--2
System name: Milk Market Administrators (MMA) Producer Payroll
System, USDA/AMS.
System location: Milk Market Administrator's Offices at the following
locations:
Arizona
Market Administrator
2617 North 24th Street
Phoenix, AZ 85008
Phone: 602 275-7641
Arkansas
Market Administrator
PO Box 4225
Asher Avenue Station
Little Rock, AR 72214
Phone: 501 663-6395
Colorado
Market Administrator
7 Parker Pl.
2600 S. Parker Rd.
Aurora, CO 80014
Phone: 303 837-2461
Florida
Market Administrator
PO Box 11368
Fort Lauderdale, FL 33306
Phone: 305 565-2583
Georgia
Market Administrator
PO Box 49025
Atlanta, GA 30359
Phone: 404 455-6323
Illinois
Market Administrator
800 Roosevelt Road
Building A, Suite 200
Glen Ellya, IL 60137
Phone: 312 858-8400
Indiana
Market Administrator
PO Box 55527
Indianapolis, IN 46205
Phone: 317 269-6107
Kansas
Market Administrator
PO Box 4606
Overland Park, KS 66204
Phone: 913 648-1050
Kentucky
Market Administrator
PO Box 18030
Louisville, KY 40218
Phone: 502 499-0040
Louisiana
Market Administrator
PO Box 7250
Metairie, LA 70011
Phone: 504 837-9381
Massachusetts
Market Administrator
230 Congress Street, Room 403
Boston, MA 02110
Phone: 617 542-8636
Michigan
Market Administrator
2684 West Elevan Mile Road
Berkley, MI 48072
Phone: 313 548-1603
Minnesota
Market Administrator
4570 West 77th Street, Suite 210
Minneapolis, MN 55435
Phone: 612 831-5292
Missouri
Market Administrator
PO Box 1485
Maryland Heights, MO 63043
Phone: 314 567-4730
New York
Market Administrator
205 East 42nd Street
New York, NY 10017
Phone: 212 557-0343
Ohio
Market Administrator
PO Box 30128
Cleveland, OH 44130
Phone: 216 826-3220
Market Administrator
PO Box 29226
Columbus, OH 43229
Phone: 614 891-1851
Oklahoma
Market Administrator
PO Box 45563
Tulsa, OK 74145
Phone: 918 622-3411
Oregon
Market Administrator
PO Box 23606
Portland, OR 97223
Phone: 503 639-8806
Texas
Market Administrator
PO Box 29529
Dallas, TX 75229
Phone: 214 243-1504
Virginia
Market Administrator
PO Box 710
Alexandria, VA 22313
Phone: 703 549-7000
Categories of individuals covered by the system: Dairy farmers
delivering producer milk to regulated handlers.
Categories of records in the system: This system consists of
information pertaining to the quantities and value of milk delivered
to regulated handlers by individual dairy farmers.
Authority for maintenance of the system: 7 U.S.C. 601 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program statute, or
by rule, regulation or order issued pursuant thereto.
Referral to a court, magistrate or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
``Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Manual card files or automated disk or tape files.
Retrievability: Records are indexed by name of producer and/or by ID
number.
Safeguards: Government office building, locked offices, locked files
cabinets.
Retention and disposal: Records are maintained and destroyed in
accordance with retention schedule number II NNA-1588 approved by
the 84th Congress, first session, on July 13, 1955.
System manager(s) and address: Each Market Administrator at the address
listed above.
Notification procedure: Any individual may request information about
himself from the appropriate Market Administrator at the address
listed above. The request should indicate the individual's name,
address and type of information being sought.
Record access procedures: Any individual may obtain information as to
the procedure for gaining access to a record in the System which
pertains to him by submitting a written request to the appropriate
offices referred to in the preceding paragraph.
Contesting record procedures: Any individual may obtain information as
to the procedure for contesting a record in the System which
pertains to him by submitting a written request to the appropriate
offices referred to in the preceding paragraph.
Record source categories: Information in this system comes primarily
from regulated handlers and cooperative associations. Some
additional data is provided by health authorities with respect to
Grade A quality standards and investigative personnel.
USDA/AMS--3
System name: Perishable Agricultural Commodities Act (PACA)--
History Files of Principals.
System location: Regulatory Branch, Fruit and Vegetable Division,
Agricultural Marketing Service, USDA, Washington, DC 20250.
Categories of individuals covered by the system: Partners of General or
limited partnerships, individual proprietors, officers, directors
and holders of more than ten percent of outstanding stock of a
corporate entity subject to the PACA.
Categories of records in the system: Card files used to identify the
partnership, corporate entity in which the principal is or was
responsibly connected as defined by the PACA. This system also
contains felony and bankruptcy information relating to the
principal.
Authority for maintenance of the system: 7 U.S.C. 499a-499s.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
rule, regulation or order issued pursuant thereto.
Referral to a court, magistrate or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
``Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Unlocked cardex file cabinets.
Retrievability: Alphabetical by name.
Safeguards: Government office building.
Retention and disposal: Records are maintained and destroyed in
accordance with retention schedule number NN 165-106 approved by the
89th Congress, first session on April 1, 1965.
System manager(s) and address: Chief, Regulatory Branch at the address
listed above.
Notification procedure: Any individual may request information
concerning himself from the system manager listed at the address
above.
Record access procedures: Any individual may obtain information as to
the procedure for gaining access to a record in the system that
pertains to him by submitting a request to the system manager at the
address above.
Contesting record procedures: Any individual may obtain information as
to the procedure for contesting a record in the system that pertains
to him by submitting a request to the system manager at the address
above.
Record source categories: Individuals, partners, and authorized
officers of corporate entities.
USDA/AMS--4
System name: Administrative Proceedings Brought Pursuant to the
Authority of Section 8c(15)(a) of the Agricultural Marketing
Agreement Act of 1937, as amended, USDA/AMS.
System location: Agricultural Marketing Service, United States
Department of Agriculture; Washington, DC 20250 and Milk Market
Administrator's Offices at locations listed in USDA/AMS-3.
Categories of individuals covered by the system: Individuals regulated
by the subject Act who file a petition with the Secretary of
Agriculture pursuant to the authority of the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intra- and
interdepartmental recommendations.
Authority for maintenance of the system: 7 U.S.C. 601 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation of potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto.
(2) Presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations. (3) Presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal. (4) Disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Government office buildings, locked offices, or locked file
cabinets.
Retention and disposal: Records are maintained in conformance with
appropriate General Services Administration destruction schedules
and implemented by AMS Instruction 270-1, Records Management
Program.
System manager(s) and address: Fruit and Vegetable Division Director or
Dairy Division Director and each Milk Market Administrator at the
addresses cited in the System location.
Notification procedure: Any individual may request information
concerning himself from this system from Fruit and Vegetable
Division Director or from the appropriate Milk Market
Administrator's office having custody of his records. A request for
information should be addressed to Director, Fruit and Vegetable
Division or to the Milk Market Administrator, United States
Department of Agriculture, as appropriate, at the address shown
under Location and should contain: Name, address, and particular
information requested.
Record access procedures: Any individual may obtain information as to
the procedures for gaining accesss to a record in the System which
pertains to him by submitting a written request to the Director,
Fruit and Vegetable Division or to the appropriate Milk Market
Administrator's office, as appropriate, referred to in the preceding
paragraph.
Contesting record procedures: Any individual may obtain information as
to the procedures for contesting a record in the System which
pertains to him by submitting a written request to the Director,
Fruit and Vegetable Division or to the appropriate Milk Market
Administrator's office referred to in the preceding paragraph.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/AMS--5
System name: Court cases Brought by the Government Pursuant to
the Following Acts, as amended: Agricultural Marketing Agreement
Act of 1937, Agricultural Marketing Act of 1946, Agricultural Fair
Practices Act, Cotton Research and Promotion Act of 1966, Egg
Research and Consumer Information Act of 1974, or the Potato
Research and Promotion Act, USDA/AMS.
System location: Agricultural Marketing Service, United States
Department of Agriculture, Washington, DC 20250 and Milk Market
Administrator's Offices at the locations listed in USDA/AMS-3.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Acts and who may be investigated for
possible violations of the Acts and/or against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intra- and
interdepartmental recommendations pertaining to an alleged violation
of the subject Acts.
Authority for maintenance of the system: 7 USC 601 et seq, 2101 et seq,
and 2301 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, or local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, law,
rule, regulation or order issued pursuant thereto, of any record
within this system when information available indicates a violation
or potential violation of law, whether civil, criminal or regulatory
in nature, and whether arising by general statute or particular
program statute, or by rule, regulation or order issued pursuant
thereto. (2) Presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations. (3) Presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate, or administrative tribunal. (4) Disclosure may be made
to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in the file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Government office buildings, locked offices or locked file
cabinets.
Retention and disposal: Records are maintained in conformance with
appropriate General Services Administration destruction schedules
and implemented by AMS Instruction 270-1, Records Management
Program.
System manager(s) and address: Cotton, Dairy, Fruit and Vegetable, and
Livestock, Poultry, Grain, and Seed Division Directors and each Milk
Market Administrator at the addresses cited in the System location.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 USC 552a(k)(2) from the requirements of
5 USC 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/AMS--6
System name: Court Cases Brought Pursuant to the Authority of
the Agricultural Marketing Agreement Act of 1937, as amended in
which the Government is Defendant, USDA/AMS.
System location: Agricultural Marketing Service, United States
Department of Agriculture, Washington, DC 20250 and Milk Market
Administrator's Offices at the locations listed in USDA/AMS-3.
Categories of individuals covered by the system: Individuals regulated
or not regulated by the subject Act who bring suit against the
Government or a Government official pursuant to, or as a consequence
of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intra- and
interdepartmental recommendations pertaining to an alleged violation
of the subject Act.
Authority for maintenance of the system: 7 USC 601 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto.
(2) Presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations. (3) Presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal. (4) Disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Government office buildings, locked offices, or locked file
cabinets.
Retention and disposal: Records are maintained in conformance with
appropriate General Services Administration destruction schedules
and implemented by AMS Instruction 270-1, Records Management
Program.
System manager(s) and address: Fruit and Vegetable Division Director or
Dairy Division Director and each Milk Market Administrator at the
addresses cited in the System location.
Notification procedure: Any individual may request information
concerning himself from this system from the Fruit and Vegetable
Division Director or from appropriate Milk Market Administrator's
office having custody of his records. A request for information
should be addressed to the Director, Fruit and Vegetable Division or
to the Milk Market Administrator, United States Department of
Agriculture, as appropriate, at the address shown under Location and
should contain: Name, address, and particular information requested.
Record access procedures: Any individual may obtain information as to
the procedure for gaining access to a record in the System which
pertains to him by submitting a written request to the Director,
Fruit and Vegetable Division, or to the appropriate Milk Market
Administrator's office referred to in the preceding paragraph.
Contesting record procedures: Any individual may obtain information as
to the procedures for contesting a record in the System which
pertains to him by submitting a written request to the Director,
Fruit and Vegetable Division or to the approriate Milk Market
Administrator's office referred to in the preceding paragraph.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/AMS--7
System name: Subsidiary Personnel and Pay Records, USDA/AMS.
System location: Agricultural Marketing Service, United States
Department of Agriculture, Washington, DC 20250 and Region, Area,
and Field Offices at locations listed in the Agricultural Marketing
Service Field Office Listing publication.
Categories of individuals covered by the system: Present and former
employees and applicants for employment with the Agricultural
Marketing Service.
Categories of records in the system: The system consists of copies of
materials maintained in Official Personnel Folders, such as
personnel action documents, applications for employment, education
and training data, performance and appraisal ratings, as well as
time and attendance reports, earnings statements, and service record
cards.
Authority for maintenance of the system: 5 U.S.C. 301
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) By agency officials for
purposes of review in connection with appointments, promotions,
within-grade increases, training, transfers, and determination of
qualifications of an individual. (2) To provide information to a
prospective employer of a Federal Government employee or former
Federal Government employee or to an organization at the request of
the individual. (3) Referral to the Civil Service Commission,
Department of Labor, and Office of Management and Budget for
required records and reports. (4) Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program statute, or
by rule, regulation or order issued pursuant thereto. (5) Referral
to a court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record
within this system which constitutes evidence in that proceeding, or
which is sought in the course of discovery. (6) Presentation, as
needed, in the course of presenting evidence to the appropriate
Government officials charged with the responsibility of defending
the Government before a court, magistrate or administrative
tribunal. (7) Disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders and on file cards at
the applicable addresses listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Government office buildings, locked offices, or locked file
cabinets.
Retention and disposal: Records are maintained in conformance with
appropriate General Services Administration disposal schedules and
inplemented by AMS Instruction 270-1, Records Management Program.
System manager(s) and address: Personnel Division Director.
Notification procedure: Any individual may request information
concerning himself from this system from the Personnel Division
Director or from the individual's supervisor at the appropriate
office having custody of his records. A request for information
should be addressed to Director, Personnel Division or to the
Officer-in-Charge, as appropriate, at the address shown under
Location and should contain: Name, address, and particular
information requested.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the System which
pertains to him by submitting a written request to the Director,
Personnel Division or to the appropriate Officer-in-Charge referred
to in the preceding paragraph.
Contesting record procedures: Any individual may obtain information as
to the procedures for contesting a record in the System which
pertains to him by submitting a written request to the Director,
Personnel Division or to the appropriate Officer-in-Charge referred
to in the preceding paragraph.
Record source categories: Information in this System comes from the
individual to whom it applies or is derived from information the
individual supplied except information provided by agency officials
on performance, appraisal, pay, leave, and allowance records.
USDA/AMS-8
System name: Court Cases Brought by the Government Pursuant to
the Following Acts: Agriculutral Marketing Act of 1946, Egg
Products Inspection Act.
System location:
Agricultural Marketing Service, U.S. Department of Agriculture, 14th &
Independence Avenue, SW, Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who are regulated by the subject Acts and who may be
investigated for possible violations of the Acts and/or against whom
the Department recommends that an enforcement action be brought by the
Government.
Categories of records in the system:
The System consists of investigatory material which may include intra-
and interdepartmental recommendations pertaining to an alleged
violation of the subject Acts.
Authority for maintenance of the system:
7 U.S.C. 1621 et seq., and 1031 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation law, or of enforcing or implementing a
statute, law, rule, regulation or order issued pursuant thereto, of
any record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto. (2) Presentation or disclosure to a court,
magistrate or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within the system as
evidence in a proceeding or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations. (3) Presentation, as needed, in the course of presenting
evidence, to the appropriate Government officials charged with the
responsibility of defending the Government before a court, magistrate,
or administrative tribunal. (4) Disclosure may be made to a
Congressional office from the record of an individual in response to
an inquiry from the Congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in the file folders at the applicable address
listed above.
Retrievability:
Records are indexed by name of the individual.
Safeguards:
Government office buildings, locked offices or locked file cabinets.
Retention and disposal:
Records are maintained in conformance with appropriate General
Services Administration destruction schedules.
System manager(s) and address:
Poultry Division Director at the address cited in the System location.
Notification procedure:
This system has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(g), (h), and
(f) because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of investigations
that their activities are being scrutinized, and thus allow them time
to take measures to prevent detection of illegal action to escape
prosecution. Disclosure of investigative techniques and procedures and
the existence and identity of confidential sources of information
would hamper law enforcement activity.
USDA/AMS--9
System name: Persons Engaged in Business as Livestock Market
Agencies and Dealers under the Provisions of the Packers and
Stockyards Act, USDA/AMS.
System location: Registrations, Bonds, and Reports Branch, Livestock
Marketing Division, Packers and Stockyards Agricultural Marketing
Service, United States Department of Agriculture, Washington, DC.
Also duplicate files for specific geographical regions maintained in
the thirteen (13) Regional Supervisory Offices of P&S.
Categories of individuals covered by the system: Individuals who have
applied for registration or are registered as livestock market
agencies and dealers under the Packers and Stockyards Act.
Categories of records in the system: The system consists of index cards
bearing the names of individuals who are registered under the
provisions of the Act. Also cross-reference cards bearing the names
of individuals who are owners or officers of registrant firms. From
the index cards access may be gained to other systems of records
identified as follows: (1) Registration Record Cards, (2) Case
Record Cards, (3) Bond Claim Record Cards, (4) Registration
Jurisdictional Files and (5) Stockyard Jurisdictional Files.
Authority for maintenance of the system: 7 U.S.C. 181 et. seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To answer inquiries from
Federal and State agencies, livestock trade organizations, and
others having a definite and proved interest in such records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in card file cabinets and file folders
at the applicable address listed above.
Retrievability: All index cards are maintained in an alphabetical order
by name of registrant and by name of owners or officers of
registrant firms.
Safeguards: Records are kept in locked cabinets under the supervision
of competent personnel.
Retention and disposal: All files mentioned are maintained during
active life of registration. When rendered inactive records are
maintained for a period of two years in accordance with an approved
records disposition schedule.
System manager(s) and address: Chief, Registrations, Bonds and Reports
Branch, Livestock Marketing Division, Packers and Stockyards,
Agricultural Marketing Service, USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from System Manager,
Telephone (202-447-4615 or 16). A request for information pertaining
to an individual should contain that individual's full name, and
current mailing address.
Record access procedures: Any individual desiring to gain access to a
record maintained in the system which pertains to him may do so by
submitting a written request to the appropriate official referred to
in the preceding paragraph.
Contesting record procedures: Use same procedures as followed in
seeking access.
Record source categories: Information in this system comes primarily
from individuals who make application for registration or who are
registered under the Packers and Stockyards Act, 1921, as amended. A
limited amount of information in the system is obtained from other
sources such as corporate surety companies, persons acting as
trustee on bonds or bond equivalents and Packers and Stockyards
Regional Supervisory personnel.
USDA/AMS--10
System name: Poultry Grading/Inspection Monitoring System.
System location:
USDA, Washington Computer Center, Washington, DC 20250.
Categories of individuals covered by the system:
Poultry Grading Branch and State employees licensed to grade and/or
inspect poultry and/or poultry products.
Categories of records in the system:
Information on the condition of the plant and comparative grading and
examinations peformed by the grader/inspector and the supervisor. The
information is taken from Poultry Division forms, Employee's
Performance Record, Daily Report of Egg Drying Activities, and Daily
Report of Plant Operations.
Authority for maintenance of the system:
The Agricultural Marketing Act of 1946 (60 Stat. 1037, as amended; 7
U.S.C., Section 1621 et seq.), and the Egg Products Inspection Act of
1970 (84 Stat. 1620 et seq., 21 U.S.C., Sections 1031-1056).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The use of records will be limited to Poultry Division employees
involved in the management of the grading/inspection programs. This
includes the Branch Chief and Assistant to the Director, and the
National Technical Supervisors. Selected reports will be sent to
regional directors. The system will be used to identify problem areas
in the grading/inspection of products. This will include employee/
supervisory/ plant performance on an area, regional, and national
level. The system will also be used to develop percentages and
statistics relating to grade standard tolerances.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper records in file folders; computer disk; computer paper
printouts.
Retrievability:
Records are indexed and accessed by social security number or a
selected number for a particular individual and region.
Safeguards:
Each regional office has a separate logo identification and password
to the computer for input. Reports are run by the national office.
Paper records and printouts will be maintained in locked file cabinets
or locked offices.
Retention and disposal:
Automated records will be deleted after 2 years. Printouts will be
destroyed after 2 years. Daily Report of Plant Operation and Reports
of Egg Drying Operations will be destroyed after 1 year. Employee's
Performance Record will be destroyed after 3 years.
System manager(s) and address:
Chief, Poultry Grading Branch, Poultry Division, USDA, AMS,
Washington, DC 20250.
Notification procedure:
Individuals may request information concerning their records by
contacting the system manager.
Record access procedures:
Any individual may obtain information as to the procedure for gaining
access to a record in the system that pertains to him/her from the
system manager.
Contesting record procedures:
Any individual may obtain information as to the procedure for
contesting a record in the system that pertains to him/her from the
system manager.
Record source categories:
Information contained in the system is obtained from Federal Grading
Branch employees, licensed State employees, and their Federal
supervisors.
USDA/AMS-11
System name: AMS Office of Compliance Review Cases.
System location:
U.S. Department of Agriculture, Agricultural Marketing Service, Office
of Compliance, Room 3529-S, 14th and Independence Ave., SW,
Washington, DC 20250.
Categories of individuals covered by the system:
AMS employees, such as commodity graders, inspectors, supervisors;
various industry Committee or Board members and/or managers; employees
of various industry organizations; and any other individuals involved
in a review or investigation as an alleged violator or otherwise the
subject of a review or investigation.
Categories of records in the system:
The system consists of investigatory files regarding cases involving
the AMS Office of Compliance. These files contain reports by AMS
Compliance and other investigative entities such as the Office of the
Inspector General, USDA. They also contain evidence gathered in the
course of reviews and investigations, as well as intra and
interdepartmental recommendations. The records system also includes a
tracking system maintained by computer which provides current status
reports on all cases involving the Agency.
Authority for maintenance of the system:
The Office of Compliance is responsible for compliance activities
pertaining to programs administered by AMS authorized by the
legislation listed in 7 CFR 2.50.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local,
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto, of any
record within this system, when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regualtory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto;
(2) Referral to the Department of Justice when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the use of such records by the Department of Justice
is deemed by the agency to be relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the Department of Justice
is a use of the information contained in the records that is
compatible with the purpose for which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative body
before which the agency is authorized to appear, when (a) the agency,
or any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or her
individual capacity where the agency has agreed to represent the
employee; or (d) the United States, where the agency determines that
litigation is likely to affect the agency or any of its components, is
a party to litigation or has an interest in such litigation, and the
agency determines that use of such records is relevant and necessary
to the litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of the
information contained in the records that is compatible with the
purpose for which the records were collected.
(4) Records may be disclosed in response to a request for discovery or
for the appearance of a witness, to the extent that what is disclosed
is relevant to the subject matter involved in a pending judicial or
administrative proceeding.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in file folders and in computer data files at the
address listed under ``System location.''
Retrievability:
The records filed in this system are issued a primary name and case
number specifying the appropriate division in AMS to which they
pertain. A secondary name stating the subject being investigated is
also issued. The records are filed in order of occurrence. Files are
retrieved by identifying the division, subject, and case number.
Safeguards:
Records are stored in file folders and computer data files. The
computer data base in accessed through a procedure used by the
Compliance Staff. Offices containing these records are locked during
nonbusiness hours and when offices are otherwise vacant. All records
are accessible to AMS Compliance Staff.
Retention and disposal:
Records are maintained and destroyed in accordance with AMS Directive
270.1 ``Files Maintenance and Records Disposition Handbook.'' Records
are maintained for a period of three years at the system location,
after which they are to be disposed of by authority of the National
Archives and Records Administration.
System manager(s) and address:
Questions or requests regarding this system can be sent to the
Associate Deputy Administrator for Compliance at the address listed
under ``System location.''
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(k)(2), material in this system of records is
exempt from the rquirements of 5 U.S.C. 552a(c)(3), (d), (e)(1),
(e)(4)(G), (H), and (I), and (f), because it consists of investigatory
material compiled for law enforcement purposes. See 7 CFR 1.123. 5
U.S.C. 552a(d) requires that an individual be given access to and the
right to amend files pertaining to him or her. Individual access to
these files could impair investigations in progress and alert subjects
involved in the investigations that their actions are under scrutiny,
which may allow them the opportunity to alter their actions or prevent
detection of any illegal actions to escape prosecution. Release of
these records would also disclose investigative techniques and
procedures employed by AMS and other agencies, which would hamper law
enforcement activities.
5 U.S.C. 552a(c)(3) requires that an accounting of disclosures be made
available to an individual. This would impair investigations by
alerting subjects of investigations to the existence of those
investigations. Release of the information could result in the
altering or destruction of documentary evidence, improper influencing
of witnesses, and other activities that could impede or compromise the
investigation.
5 U.S.C. 552a(e)(1) requires that only such information as is relevant
and necessary to accomplish a purpose of the agency required by
statute or Executive Order can be maintained. Exemption from this
provision is required because relevance and necessity can be
determined only after information is evaluated. Evaluation at the time
of collection is too time consuming for the efficient conduct of an
investigation. Further, determining relevance or necessity of specific
information in the early stages of an investigation is not possible.
5 U.S.C. 552a(e)(4)(G) and (H), and (f) provide for notification and
access procedures. These requirements, if followed, would necessarily
alert subjects of investigations to the existence of the investigation
which could impair the investigation. Access to the records likewise
could interfere with investigative and enforcement proceedings;
disclose confidential informants and information; constitute an
unwarranted invasion of personal privacy of others; and reveal
confidential investigative techniques and procedures.
5 U.S.C. 552a(e)(4)(I) requires that categories of sources of records
in each system be published. Application of this provision could
disclose investigative techniques and procedures and cause sources to
refrain from giving such information because of fear of reprisal, or
fear of breach of promises of anonymity and confidentially. This would
compromise the ability to conduct investigations.
Agricultural Stabilization and Conservation Service
Editorial note: Agricultural Stabilization and Conservation Service
(ASCS) was abolished by Pub. L. 103-354 and its functions are now
performed by the Farm Service Agency.
USDA/ASCS--1
System name: Advisory Committee Files,USDA/ASCS.
System location: USDA/ASCS, Legislation and Committee Management, Room
228W, Administration Building, Washington, DC 20250.
Categories of individuals covered by the system: Individuals who are
nominated and agree to serve as members of the advisory committees.
Categories of records in the system: Biographical data sheets,
clearance letter from Office of Secretary, letter requesting the
individual to serve, and his letter of acceptance.
Authority for maintenance of the system: 7 U.S.C. Sec. 1911-1913.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Biographical data used in
press releases to announce membership of the gommittee.
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of this individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in individual file folders.
Retrievability: By individual's name.
Safeguards: Kept in file cabinets in Government office building.
Retention and disposal: Retained in active file as long as individual
serves on the committee. Maintained in inactive file indefinitely.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contacting the
Committee Management Officer, USDA/ASCS, Room 228-W. Washington, DC
20250. A request for information pertaining to an individual should
contain: name address, name of system of records, year of records in
question, and any other pertinent information that will help
identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: From individual.
USDA/ASCS--2
System name: Biographical Background, USDA/ASCS.
System location: Deputy Administrator, Management, USDA/ASCS, 14th &
Independence Ave., SW, Washington, DC 20250; Management Field
Office, USDA/ASCS, 8930 Ward Parkway, Kansas City, Missouri 64114;
Kansas City Commodity Office, Brymar Office Center, 2400 W. 75th
Street, Prairie Village, Kansas 66208.
Each State ASCS office at address listed in local telephone directory
under the heading ``United States Government, Department of
Agriculture, Agricultural Stabilization and Conservation Service.''
Categories of individuals covered by the system: Individuals who hold
key positions in ASCS. Guest speakers and recipients of ASCS awards.
Categories of records in the system: Brief resume of individuals
personal history.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.65.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To use in introduction of
individual at speaking engagements. Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in file folders.
Retrievability: Indexed by individual name.
Safeguards: Records are kept in locked office.
Retention and disposal: Indefinite.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contacting the head of
the office where the records are located. If the specific location
of the records is not known, the individual should address his
request to Director, Management Services Division, USDA/ASCS, Room
6959-S, Washington, DC 20250, telephone 202-447-2717, who if
necessary will refer it to the appropriate office. A request for
information pertaining to an individual should contain: name,
address, name of system of records, year of records in question, and
any other pertinent information to help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Directly from the individual.
USDA/ASCS--3
System name: CCC Producer Loan Records, USDA/ASCS.
System location: County ASCS office which services particular farm. The
address of each county ASCS office can be found in the local
telephone directory under the heading ``United States Government,
Department of Agriculture, Agricultural Stabilization and
Conservation Service.
Categories of individuals covered by the system: Individuals who have
applied for commodity, storage structure or drying equipment loans.
Includes all commodities for which price support loans are
available.
Categories of records in the system: Complete files and records
pertaining to the loans such as original loan note, collateral,
credit ratings, lien searches, financial statements, applications,
and disbursement documents.
Authority for maintenance of the system: 15 U.S.C. 714-714p.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (l) the
appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) referral to a court, magistrate or administrative tribunal, or
to opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery; (3)
disclosure may be made to a congressional office from the record of
an individual in response to an inqiury from the congressional
office at the request of the individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in individual folders.
Retrievability: Indexed by individual name or loan number.
Safeguards: Records are kept in locked fireproof file cabinets in
Government office building.
Retention and disposal: Upon liquidation, original loan note is
returned to producer. All other records destroyed 6 years after
liquidation.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding a system of records, or information as to whether the
system contains records pertaining to him from the head of the
office where the records are located. If the specific location of
the records is not known, the individual should address his request
to Director, Management Services Division, USDA/ASCS, Room 6959-S,
Washington, DC 20250, telephone 202-447-2717, who if necessary will
refer it to the appropriate office. A request for information
pertaining to an individual should contain: Name, address, name of
system of records, year of records in question, and any other
pertinent information to help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Individuals in system, county court records,
audit bureaus and ASCS program documents.
USDA/ASCS--4
System name: Commodity Brokers, USDA/ASCS.
System location: Kansas City, Commodity Office, Brymar Office Center,
2400 West 75th Street, Prairie Village, Kansas 66208; Chicago Branch
Office, Room 106, 226 W. Jackson Blvd., Chicago, Illinois 60604;
Minneapolis Branch Office, Room 310, Grain Exchange Building,
Minneapolis, Minnesota 55415; Houston Branch Office, 2320 LaBranch
Street, Houston, Texas 77002.
Categories of individuals covered by the system: Individuals who
merchandize CCC owned commodities.
Categories of records in the system: Name, address, phone number,
volume of CCC business, record of adverse situations, letter of
credit.
Authority for maintenance of the system: 15 U.S.C. 714-714p.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: ``Disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Documents maintained in file folders. Working list maintained
in binders.
Retrievability: By individual name.
Safeguards: Stored in Government office buildings, which are locked
after working hours.
Retention and disposal: List updated continuously. Folders maintained 6
years and disposed under normal operations of Federal Records
Center.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding a system of records, or information as to whether the
system contains records pertaining to him from the Director, Kansas
City Commodity Office, 2400 West 75th Street, PO Box 8377, Shawnee
Mission, Kansas 66208, telephone (816) 926-6401, who if necessary
will refer it to the appropriate office. A request for information
pertaining to an individual should contain: Name, address, name of
system of records, year of records in question, and any other
pertinent information to help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: From companies, individuals in system,
regulatory authorities, and merchandizing records of Kansas City
ASCS Commodity Office and branch offices.
USDA/ASCS--5
System name: Consultants File, USDA/ASCS.
System location: Management Services Division, USDA/ASCS, Room 6950-S,
14th and Independence Avenue SW, Washington, DC 20250.
Categories of individuals covered by the system: Individuals who
perform consultant services for ASCS.
Categories of records in the system: Summary of negotiations, executed
contract, work schedule, work performed, and purchase order.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.65.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) the
appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) referral to a court, magistrate or administrative tribunal, or
to opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery; (3)
disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in files at office listed above.
Retrievability: Indexed by name and contract number.
Safeguards: Filed in standard file cabinets and stored in Government
office building with security guard.
Retention and disposal: 6 years after fiscal year contract is
negotiated.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, 14th & Independence Avenue SW, Washington, DC 20250.
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contacting the
Director, Management Services Division, USDA/ASCS, Room 6950-South
Building, 14th and Independence Avenue SW, Washington, DC 20250. A
request for information pertaining to an individual should contain:
Name, address, name of system of records, year of records in
question, and any other pertinent information that will help
identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Individual and ASCS employees.
USDA/ASCS--6
System name: Cotton Loan Clerks, USDA/ASCS.
System location: County ASCS office in county where approved clerks
will execute loan documents. The address of each county ASCS office
can be found in the local telephone directory under the heading
``United States Government, Department of Agriculture, Agricultural
Stabilization and Conservation Service''.
Categories of individuals covered by the system: Individuals who
request permission to process loan documents.
Categories of records in the system: Agreement between the clerk and
CCC, executed, signed and dated by applicant and the CCC contracting
officer.
Authority for maintenance of the system: 7 U.S.C. 1421, 15 U.S.C. 714-
714p.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: List furnished to lending
agencies that participate in CCC Cotton Loan Program. ``Disclosure
may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in file folders.
Retrievability: Indexed by name of individual.
Safeguards: Kept in locked Government office building.
Retention and disposal: 6 years after agreement is cancelled or
suspended.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contacting the head of
the office where the records are located. If the specific location
of the records is not known, the individual should address his
request to Director, Management Services Division, USDA/ASCS, Room
6959-S, Washington, DC 20250, telephone 202-447-2717, who if
necessary will refer it to the appropriate office. A request for
information pertaining to an individual should contain: Name,
address, name of system of records, year of records in question, and
any other pertinent information to help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Individuals making application.
USDA/ASCS-7
System name: County Office Employees Administrative Expense
File, USDA/ASCS.
System location:
Kansas City Management Office, USDA/ASCS, 8930 Ward Parkway, Kansas
City, MO 64114.
Categories of individuals covered by the system:
ASCS county and community committee members, and employees who are
employed in county ASCS offices on a full or part-time basis.
Categories of records in the system:
The system contains the names of all county ASCS committee members and
employees and information such as: Identifying number (social security
number); race code; sex code; county code; biweekly amount of payroll
check, including deduction amounts for FICA, Federal, State and local
withholding, FEHBA, FEGLI (Optional), NASCOE dues, and bonds. Also
records of the date of birth; CO grade and step; service computation;
date of last WGI; health code; cumulative and current retirement
deduction; and date severance pay ceases.
Authority for maintenance of the system:
16 U.S.C. 590.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to Internal Revenue Service for total annual income as
required by the Internal Revenue Code. (2) Referral to State Revenue
Board and local tax authorities for tax withholding or as required by
Internal Revenue Code. (3) Referral to Office of Personnel Management
for fringe benefits withholdings, 5 U.S.C. 8331, 8701, 8901. (4)
Referral to Social Security Administration for FICA withholdings. (5)
Referral to the general public in annual directories of county
committee members. (6) Referral annually of summary data produced on
microfilm to the Federal Civilian Personnel Records Center, St. Louis,
Missouri, as a permanent record of employee's service with ASCS. (7)
Referral to the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
status, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto. (8) Referral to the Department of Justice when (a)
the agency, or any component thereof; or (b) any employee of the
agency in his or her official capacity; or (c) any employee of the
agency in his or her individual capacity where the Department of
Justice has agreed to represent the employee; or (d) the United
States, where the agency determines that litigation is likely to
affect the agency or any of its components, is a party to litigation
or has an interest in such litigation, and the use of such records by
the Department of Justice is deemed by the agency to be relevant and
necessary to the litigation, provided, however, that in each case, the
agency determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected. (9)
Disclosure in a proceeding before a court of adjudicative body before
which the agency is authorized to appear, when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the agency has agreed to represent the
employee; or (d) the United States, where the agency determines that
litigation is likely to affect the agency or any of its components, is
a party to litigation or has an interest in such litigation, and the
agency determines that use of such records is relevant and necessary
to the litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of the
information contained in the records that is compatible with the
purpose for which the records were collected. (10) Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office at the request of
the individual. (11) Referral to a collection or servicing contractor,
or a local, State, or Federal agency, when ASCS determines a referral
is appropriate for servicing or collecting the debtor's account or as
provided for in contracts with servicing or collection agencies. (12)
Referral to the Internal Revenue Service to enable it to offset and
satisfy past-due, legally enforceable debts owed to USDA against
Federal income tax refunds.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12):
Disclosures may be made from this system to ``consumer reporting
agencies'' as defined in the Fair Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection Act (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Stored on magnetic tape by the Kansas City Computer Center, 8930 Ward
Parkway, Kansas City, Missouri 64114.
Retrievability:
Records are indexed by social security number.
Safeguards:
Records are kept in a fireproof vault in a secured area of the
building.
Retention and disposal:
Maintained indefinitely on a currently updated basis.
System manager(s) and address:
Deputy Administrator, Management, ASCS, USDA, PO Box 2415, Washington,
DC 20013.
Notification procedure:
An individual may inquire as to whether this system contains records
pertaining to such individual from the Director, Kansas City
Management Office, ASCS, USDA, 8930 Ward Parkway, Kansas City,
Missouri 64114. A request for information regarding an individual
should include: Full name, address, ZIP code, social security number,
and the ASCS county office where the employee/committee member is
employed. Before information about any record is released, the System
Manager may require the individual to provide proof of identity or
require the requester to furnish an authorization from the individual
to permit release of information.
Record access procedures:
Same as notification procedures. An individual who wishes to request
access to records in the system relating to that individual or who
wishes to request correction of records believed to be in error should
submit a written request to the appropriate official referred to in
the preceding paragraph. (The regulation governing access to records
and contesting contents of records are set forth at 7 CFR 1.110-
1.123).
Contesting record procedures:
Same as record access procedure.
Record source categories:
Information in these records is based primarily on information
obtained directly from the employee, and comes from scannable
documents prepared by the ASCS county office where the individual is
employed.
USDA/ASCS--8
System name: County Personnel Records, USDA/ASCS.
System location: County ASCS office by which individual is employed,
except that some records concerning county office employees are on
file in State ASCS offices, the ASCS Management Institute, Stouffers
University Inn, 3025 Olentangy River Road, Columbus, Ohio 43202 and
the ASCS Personnel Division, Room 4752-South Building, 14th and
Independence Avenue, SW, Washington, DC 20250. The address of each
ASCS State and county office can be found in the local telephone
directory under the heading ``United States Government, Department
of Agriculture, Agricultural Stabilization and Conservation
Service''.
Categories of individuals covered by the system: ASCS county and
community committeemen, and employees who are employed in county
ASCS offices on a full or part-time basis.
Categories of records in the system: Official record of county ASCS
employee. Contains documents such as application, oath of office,
personnel actions, job description, performance data, life and
health insurance forms, annual pay status record, retirement record
card, and any other documents, letters, or records which serve as
proof of individual employment from 1933 to date.
Authority for maintenance of the system: 5 U.S.C. 8331, 8701, 8901; 16
U.S.C. 590h.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Verification of
employment and salary furnished to lending agencies and credit
bureaus; (2) Answers inquiries from prospective employers, both
private and Government referrals; (3) State employment bureaus, if
applicable, to Bureaus of Employee Compensation to support injury
claims; (4) State organizations of National Association State and
County Office Employees when employees request dues be withheld from
salary; (5) Local banks when saving bonds are purchased and local
taxing authority when local tax is withheld; (6) Referral to the
appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(7) A court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record
within the system which constitutes evidence in that proceeding, or
which is sought in the course of discovery; (8) A record from this
system may be disclosed to a Federal agency, in response to its
request, in connection with the hiring or retention of an employee,
the issuance of a security clearance, the reporting of an
investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit by the requesting
agency, to the extent that the information is relevant and necessary
to the requesting agency's decision on the matter; (9) Disclosure
may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in folders.
Retrievability: Indexed by individual name and social security number.
Safeguards: Records in county offices are kept in locked fireproof file
in Government office building. Other records are stored in cabinets
in locked or secured Government offices.
Retention and disposal: Maintained on site for duration of employment.
Transferred to Civilian Personnel Record Center, St. Louis,
Missouri, after separation.
System manager(s) and address: Deputy Administrator, Management, USDA/
ASCS, Washington, DC 20250.
Notification procedure: Any individual may inquire as to whether this
system contains records pertaining to him by contracting the head of
the office where the records are located. If the specific location
of the records is not known, the individual should address his
request to Director, Management Services Division, USDA/ASCS, Room
6959-S, Washington, DC 20250, telephone 202-447-2717, who if
necessary will refer it to the appropriate office. A request for
information pertaining to an individual should contain: Name,
address, name of system of records, year of records in question, and
any other pertinent information to help identify the file.
Record source categories: Individual employee, agency initiated
documents, reference sources.
USDA/ASCS--9
System name: Emergency Livestock Feed Program, USDA/ASCS.
System location: County ASCS office where farm is located for
administrative purposes. The address of each county ASCS office can
be found in the local telephone directory under the heading ``United
States Government, Department of Agriculture, Agricultural
Stabilization and Conservation Service.
Categories of individuals covered by the system: Individual requesting
authorization to purchase livestock feed.
Categories of records in the system: Complete description of emergency
on which eligibility and quantity determinations and actual
deliveries are based.
Authority for maintenance of the system: 7U.S.C. 1427 and 1427 note.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: File Folders.
Retrievability: Indexed by name of individual applicant.
Safeguards: Locked office.
Retention and disposal: Disposed of 6 years after end of program year.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contacting the head of
the office where the records are located. If the specific location
of the records is not known, the individual should address his
request to Director, Management Services Division, USDA/ASCS, Room
6959-S, Washington, DC 20250, telephone 202-447-2717, who if
necessary will refer it to the appropriate office. A request for
information pertaining to an individual should contain: Name,
address, name of system of records, year of records in question, and
any other pertinent information to help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Individual applicant.
USDA/ASCS--10
System name: Employee Resources Master File, USDA/ASCS.
System location: Management Field Office, USDA/ASCS, 8930 Ward Parkway,
Kansas City, Missouri 64114.
Categories of individuals covered by the system: Federal employees
(career, career conditional, temporary, general schedule, and wage
board) who are presently employed in the Data Systems Field Office.
Categories of records in the system: Contains names of all individuals
identified in the preceding paragraph and such information as social
security number, date of birth, service date (for retirement and
annual leave), pay plan, grade, step, occupational series, and
annual salary, daily salary rate, hourly salary rate, overtime
hourly rate, training course number, course sponsor, course title,
hour credit, and completion date.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.65.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic tape.
Retrievability: Records are indexed by employee name.
Safeguards: Records are kept in a fireproof vault in a secured area of
Government office building.
Retention and disposal: Maintained indefinitely on a currently updated
basis.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contacting the Chief,
Management Field Office, USDA/ASCS, 8930 Ward Parkway, Kansas City,
Missouri 64114. A request for information pertaining to an
individual should contain: Name, address, name of system of records,
year of records in question, and any other pertinent information
that will help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Summary of data maintained in the Official
Personnel Folder.
USDA/ASCS--11
System name: EEO Committee and Counselors, USDA/ASCS.
System location: Office of the Administrator, USDA/ASCS, 14th &
Independence Ave., SW, Washington, DC 20250.
Categories of individuals covered by the system: Individuals who have
been selected or considered to serve on EEO Committee or to be an
EEO counselor.
Categories of records in the system: Resume of individual's
qualifications.
Authority for maintenance of the system: 42 U.S.C. 2000d and 2000e;
Executive Order 11246, 11375 and 11478.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in file folders at office listed above. Indexed by
individual name.
Safeguards: Kept in locked government office building.
Retention and disposal: Destroyed 2 years after individual ceases to
serve as a committeeman or counselor.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding a system of records, or information as to whether the
system contains records pertaining to him from the Assistant to the
Administrator for EEO, USDA/ASCS, Room 251-W, 14th and Independence
Avenue, SW, Washington, DC 20250. A request for information
pertaining to an individual should contain: name, address, name of
system of records, year of records in question, and any other
pertinent information that will help to identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Individual.
USDA/ASCS--12
System name: EEO Complaints and Discrimination Investigation,
USDA/ASCS.
System location: USDA/ASCS, Office of the Administrator, 14th &
Independence, Ave., SW, Washington, DC 20250, and in offices of each
EEO counselor at address posted on bulletin boards in Washington, DC
20250.
Categories of individuals covered by the system: Individuals who have
been investigated for alleged discrimination as the result of a
complaint and subsequent audit.
Categories of records in the system: Audit and investigation reports
and supporting material. Individual files containing notes on
meetings between counselor and employee.
Authority for maintenance of the system: 42 U.S.C. 2000d, 2000e,
Executive Order 11246, 11375, and 11748.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referred to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
rule, regulation or order issued pursuant thereto; referral to a
court, magistrate or administrative tribunal, or to opposing counsel
in a proceeding before any of the above, of any record within the
system which constitutes evidence in that proceeding, or which is
sought in the course of discovery. Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in file folders.
Retrievability: Indexed by individual name.
Safeguards: Filed in locked files in Government office building.
Retention and disposal: Destroyed when case is closed.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding a system of records, or information as to whether the
system contains records pertaining to him from the Assistant to the
Admininstrator for EEO, Room 251-W, 14th and Independence Avenue,
SW, Washington, DC 20250, who if necessary will refer it to the
appropriate office. A request for information pertaining to an
individual should contain: Name, address, name of system of records,
year of records in question, and any other information to help
identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Individual, audit and investigation reports.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k) from the requirements of
5 U.S.C. 552a(c)(3)(d), (e) (1), (e)(4)(G), (H), and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinzed, and thus
allow them time to take measures to prevent detection of illegal
action or escape procesution. Disclosure of investigative techniques
and procedures, and of the existence and identify confidential
sources of information would hamper law enforcement activity.
USDA/ASCS--13
System name: Farm Record File (Automated), USDA/ASCS.
System location: Management Field Office, USDA/ASCS, 8930 Ward Parkway,
Kansas City, Missouri 64114.
Categories of individuals covered by the system: Farm owners,
operators, and other producers.
Categories of records in the system: Contains producer identification
number, commodity ID, farm number, State code, county code, disaster
identification, CCC draft number, CCC draft amount, refund amount,
net amount, allotment acres, yield per acre, silage tonnage, and
program year.
Authority for maintenance of the system: 7 U.S.C. 135b, 450k, 1281-
1393, 1421-1449, 1781-1787, 15 U.S.C. 714b and c; 16 U.S.C. 590a-
590q, 1301-1311; 26 U.S.C. 6109.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic tape.
Retrievability: Records are indexed by State, county, and farmer
identification number.
Safeguards: Tapes are kept in a fireproof vault in a secured part of
Government office building.
Retention and disposal: Maintained throughout the program year on a
currently updated basis. Prior program year tapes are retained for
history purposes.
System manager(s) and address: Director, Management Services Division,
USDA/ASCS, PO Box 2415, Washington, DC 20013.
Notification procedure: Any individual may request information on this
system of records or information as to whether the system contains
records pertaining to him (her) from Director, Kansas City
Management Field Office, ASCS/USDA, 8930 Ward Parkway, Kansas City,
Missouri 64114, telephone number 816-926-6502. A request for
information pertaining to an individual should contain full name,
address and zip code.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him (her), by submitting a written request
to the appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from documents submitted by the ASCS county office maintaining farm
records on the individual producer. Information in these records is
obtained directly from the individuals in the system.
USDA/ASCS--14
System name: Farm Records File (Manual), USDA/ASCS.
System location: County ASCS office which services particular farm. The
address of each county ASCS office can be found in the local
telephone directory under the heading ``United States Government,
Department of Agriculture, Agricultural Stabilization and
Conservation Service.''
Categories of individuals covered by the system: Farm owners,
operators, and other producers.
Categories of records in the system: Contains complete documentation of
participation in active programs as well as discontinued programs.
Includes but not necessarily limited to farm allotments, bases, and
history, compliance data, production and marketing data, appeals,
new grower applications, conservation program documents, program
participation and payments, appraisals, leases, and data for farm
reconstitutions.
Authority for maintenance of the system: 7 U.S.C. 135b, 450k, 1281-
1393, 1421-1449, 1781-1787; 15 U.S.C. 714b and c; 16 U.S.C. 590a-
590q, 1301-1311; 26 U.S.C. 6109.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) the
appropriate agency, whether Federal, State, local, or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any records within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) a court, magistrate, or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record
within the system which constitutes evidence in that proceeding, or
which is sought in the course of discovery; (3) farm allotment and
quota data for marketing quota crops is made available for public
inspection as required by The Agricultural Act of 1938, as amended
(7 U.S.C. 1281-1393); 7 CFR parts 722-726, and 728-730; (4) tobacco
sales bills referred to appropriate loan associations when tobacco
is placed under government loan; (5) name, address, farm number and
pounds of quota designated to Flue Cured Tobacco Stabilization
Corporation which uses this data to assist in administering the flue
cured tobacco warehouse designation program, labs for making
chemical analysis of tobacco. Referral to State Forester for
technical service on forestry practices. Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual. Referral to individual Congressmen, upon their request
to provide information to their farmer constituency.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintain in file folders at applicable location above.
Retrievability: Indexed by individual name or farm identification
number.
Safeguards: Records are kept in locked office.
Retention and disposal: 5 years after end of program year, except long
term agreement conservation records which are 5 years after program
year in which a practice is completed.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contacting the head of
the office where the records are located. If the specific location
of the records is not known, the individual should address his
request to Director, Data Systems Division, USDA/ASCS, Room 5741-
South Building, 14th and Independence Avenue, SW, Washington, DC
20250, telephone (202) 447-7561, who if necessary will refer it to
the appropriate office. A request for information pertaining to an
individual should contain: Name, address, name of system of records,
year of records in question, and any other pertinent information to
help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Individual farmer, agency executed documents.
USDA/ASCS--15
System name: Farmer's Name and Address Master File (Automated),
USDA/ASCS.
System location: Management Field Office, ASCS-USDA, 8930 Ward Parkway,
Kansas City, Missouri 64114.
Categories of individuals covered by the system: All known farmers who
reside in area served by the local county ASCS office.
Categories of records in the system: Contains names and addresses and
zip codes of all farmers and other information, such as, social
security or producer identification number, race code, State and
county code on farmers who participate.
Authority for maintenance of the system: 7 U.S.C. 135b, 450k, 1281-
1393, 1421-1449, 1781-1787; 15 U.S.C. 714b and c; 16 U.S.C. 590a-
590q, 1301-1311; 26 U.S.C. 6109.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Furnished to (1) Internal
Revenue Service to report total annual payments to each producer;
(2) approved Cooperative Marketing Associations for price support
loan eligibility; (3) State and county taxing authorities and (4)
Commodity Promotion Boards where producer funds are withheld by
ASCS. Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Referral to individual Congressmen, upon their request to provide
information to their farmer constituency.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained on mag-tape by the Kansas City Computer
Center at the address shown above.
Retrievability: Records are indexed by the producer identification
number of the individual farmer, in State and county sequence.
Safeguards: Records are kept in a fire proof vault in a secured area of
Government office building.
Retention and disposal: Records of current producers are maintained
indefinitely. Additions, deletions and corrections are made
periodically.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertinent to him, from the Director,
Management Field Office, Kansas City, Missouri 64114, telephone 816-
926-6502. A request for information pertaining to an individual
should contain: Name, address, producer idenification number(s) and
the ASCS county office(s) where the farm records are maintained.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the official
referred to in the preceding paragraph.
Contesting record procedures: Same as Records Access Procedure.
Record source categories: Directly from individual and from documents
submitted by the ASCS county office.
USDA/ASCS--16
System name: Farmers' Name and Address Master File (Manual),
USDA/ASCS.
System location: County ASCS office where the farmers' farm is located
for administrative purposes at address listed in the local telephone
directory under the heading of ``United States Government,
Department of Agriculture, Agricultural Stabilization & Conservation
Service.''
Categories of individuals covered by the system: Farmers who
participate in farm programs administered by ASCS, or who are known
to the local ASCS office.
Categories of records in the system: Contains names and addresses and
ZIP codes of all farmers including such information as social
security number and producer identification number, race, State and
county code, and farm data.
Authority for maintenance of the system: 7 U.S.C. 135b, 450k, 1281-
1393, 1421-1449, 1781-1787; 15 U.S.C. 714b and c; 16 U.S.C. 590a-
590q, 1301-1311; 26 U.S.C. 6109.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used in contacting farmers
in carrying on business of ASCS. Appropriate lists are furnished to
(1) suppliers of material and services, eligible voters in same
county, (2) cotton buyers, and to cotton, rice, and peanut
cooperatives. Referral to Commodity Promotion Boards when producer
funds are withheld by ASCS. Referral to local taxing authorities and
professional appraisal companies or consultants working under
contract with such taxing authorities for tax appraisal purposes.
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained on addressograph plates and imprinter
plates, at applicable locations above.
Retrievability: Records are indexed by name of individual.
Safeguards: Records are kept in locked Government office.
Retention and disposal: Maintained as a current record until superceded
by updated address.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contact the head of the
office where the records are located. If the specific location of
the records is not known, the individual should address his request
to Director, Management Services Division, USDA/ASCS, Room 6959-S,
Washington, DC 20250, 202-447-2717, who if necessary will refer it
to the appropriate office. A request for information pertaining to
an individual should contain: Name, address, name of system of
records, year of records in question, and any other pertinent
information to help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: From individuals, postal department, and
county courthouse, if necessary to locate absentee owner of farm.
USDA/ASCS--17
System name: Indemnity and Incentive Programs--USDA/ASCS.
System location: County ASCS Office which services particular farm. The
address of each county ASCS office can be found in the local
telephone directory under the heading ``United States Government,
Department of Agriculture, Agricultural Stabilization & Conservation
Service.''
Categories of individuals covered by the system: Individual filing
application for wool, mohair, incentive payments, milk and bee
indemnity program payments.
Categories of records in the system: Contains complete file on which
eligility for payment determination are based.
Authority for maintenance of the system: 7 U.S.C. 1781-1787, 135b,
450k.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
rule, regulation or order issued pursuant thereto; referral to a
court, magistrate or administrative tribunal, or to opposing counsel
in a proceeding before any of the above, of any record within the
system which constitutes evidence in that proceeding, or which is
sought in the course of discovery. Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Indexed by individual producer's name.
Safeguards: Kept in locked file in Government Office Building.
Retention and disposal: Disposed of 6 years after end of program year.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20013
Notification procedure: An indivdual may inquire as to whether this
system contains records pertaining to him by contacting the head of
the office where the records are located. If the specific location
of the records is not known, the individual should address his
request to Director, Management Services Division, USDA/ASCS, Room
6959-S, Washington, DC 20250, 202-447-2717, who if necessary will
refer it to the appropriate office. A request for information
pertaining to an individual should contain: Name, address, name of
system of records, year of records in question, and any other
pertinent information to help identify the file.
Record access procedures: Same as notifications procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Individual furnishes information when making
application for payment.
USDA/ASCS--18
System name: Investigation and Audit Reports--USDA/ASCS.
System location: USDA/ASCS, 14th and Independence Ave., SW, Washington,
DC 20250. Kansas City Commodity Office, USDA-ASCS, Brymar Office
Center, 2400 W. 75th, Prairie Village, Kansas 66208. State ASCS
offices at address listed in local telephone directory under United
States Government, ASCS/USDA.
Categories of individuals covered by the system: Individuals who are
the subject of a formal investigation relative to alleged program or
administrative irregularities.
Categories of records in the system: Contains complete files on
individual investigations, including program documents,
investigation reports, statements of witnesses, accident reports,
and agency reports.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.65.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
rule, issued pursuant thereto; referral to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system which
constitutes evidence in that proceeding, or which is sought in the
course of discovery. Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry
from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above. Records are indexed by name of individual
being investigated and investigation case number.
Safeguards: Kept in locked files in Government office building.
Retention and disposal: Destroyed when case is closed.
System manager(s) and address:
Deputy Administrator, Management, ASCS, USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a (c)(3) (d), (e)(1), (e)(4) (G), (H), and (I), and
(f) because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures, and of the existence and identity of confidential
sources of information would hamper law inforcement activity.
USDA/ASCS--19
System name: Maximum Payment Limitations, USDA/ASCS.
System location: County ASCS Office which services particular farm. The
address of each county ASCS office can be found in the local
telephone directory under the heading ``United States Government,
Department of Agriculture, Agricultural Stabilization & Conservation
Service.''
Categories of individuals covered by the system: Individual subject to
Program Payment Limitation.
Categories of records in the system: Financial statement and applicable
farm information as well as tax statements, will and trust documents
and corporation charters.
Authority for maintenance of the system: 7 U.S.C. 1307.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute, or by rule, regulation or order issued
pursuant thereto; Referral to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery.
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in file folders.
Retrievability: Indexed by name of individual.
Safeguards: Kept in locked file in Government office building.
Retention and disposal: Destroyed 5 years after end of Program year.
System manager(s) and address: Deputy Administrator, Management, ASCS/
USDA, Washington, DC 20250.
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contacting the head of
the office where the records are located. If the specific location
of the records is not known, the individual should address his
request to Director, Management Services Division, USDA/ASCS, Room
6959-S, Washington, DC 20250, telephone 202-447-2717, who if
necessary will refer it to the appropriate office. A request for
information pertaining to an individual should contain: Name,
address, name of system of records, year of records in question, and
any other pertinent information to help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Information furnished by individual producer.
USDA/ASCS--20
System name: Power of Attorney & Designated Agents, USDA/ASCS.
System location: County ASCS Office which services particular farm. The
address of each county ASCS office can be found in the local
telephone directory under the heading ``United States Government,
Department of Agriculture, Agricultural Stabilization & Conservation
Service.''
Categories of individuals covered by the system: Individuals giving
powers of attorney and individuals securing the powers to act as
agent.
Categories of records in the system: Documents authorizing an
individual to act as a representative of a producer or company.
Authority for maintenance of the system: 7 U.S.C. 135b, 450k, 1281-
1393, 1421-1449, 1781-1787; 15 U.S.C. 714 b and c; 16 U.S.C. 590a-
590q, 1301-1311; 26 U.S.C. 6109.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: In file folders.
Retrievability: Indexed by name of individual.
Safeguards: Kept in locked file in Government office building.
Retention and disposal: Destroyed 6 years after authority is cancelled
or suspended.
System manager(s) and address: Deputy Administrator, Management, ASCS/
USDA, Washington, DC 20250.
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contacting the head of
the office where the records are located. If the specific location
of the records is not known, the individual should address his
request to Director, Management Services Division, USDA/ASCS, Room
6959-S, Washington, DC 20250, telephone 202-447-2717, who if
necessary will refer it to the appropriate office. A request for
information pertaining to an individual should contain: Name,
address, name of system of records, year of records in question, and
any other pertinent information to help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Producer or company which authorized the
agent to conduct business.
USDA/ASCS--21
System name: Producer Appeals, USDA/ASCS.
System location: ASCS, Program Appeals Staff, Room 4723, So., Building,
14th & Independence Avenue, SW, Washington, DC 20250.
Categories of individuals covered by the system: Farm owners, operators
or producers who file program appeals on prior determinations made
by State ASCS Committees or the Deputy Administrator, Programs.
Categories of records in the system: The system consists of complete
files on appeals including farm records, correspondence,
investigations and audit reports, statements of witnesses, record
and verbatim transcript of hearing.
Authority for maintenance of the system: 7 U.S.C. 135b, 450k, 1281-
1393, 1421-1449, 1781-1787; 15 U.S.C. 714 b and c; 16 U.S.C. 590a-
590q, 1301-1311; 26 U.S.C. 6109.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute, or by rule, regulation or order issued
pursuant thereto; referral to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which is sought in the course
of discovery. Disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Record are maintained in file folders.
Retrievability: Indexed by name of individual.
Safeguards: Kept in office attended by authorized personnel.
Retention and disposal: Maintained 6 years after case is closed.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding a system of records, or information as to whether the
system contains records pertaining to him from the Director, Program
Appeals Staff, USDA/ASCS, Room 4723-South Building, 14th and
Independence Avenue, SW, Washington, DC 20250. A request for
information pertaining to an individual should contain: Name,
address, name of system of records, year of records in question, and
any other pertinent information to help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Individual, witnesses, ASCS county personnel.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k) from the requirements of
5 U.S.C. 552a(c)(3)(d), (e)(1), (e)(4)(G), (H), and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures, and of the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/ASCS--22
System name: Producer Payment Reporting File 365 and 368--USDA/
ASCS.
System location: Management Field Office, USDA/ASCS, 8930 Ward Parkway,
Kansas City, Missouri 64114
Categories of individuals covered by the system: Farmers who
participate in Programs administered by ASCS.
Categories of records in the system: Contains names and addresses of
all participating farmers including ZIP code, concerned with ASCS
farm programs, including such information as: Social security number
or producer identification number, State and County codes, and
program payment data.
Authority for maintenance of the system: 26 U.S.C. 6109.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Furnished to (1) Internal
Revenue Service for total annual payment to each producer; (2)
Farmers for record of payments received by him (her) and reported to
IRS. Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic tape.
Retrievability: Indexed by name of individual.
Safeguards: Kept on magnetic tape in a fireproof vault in a secured
area of Government office building.
Retention and disposal: Maintained indefinitely on a currently updated
basis.
System manager(s) and address: Deputy Administrator, Management, ASCS/
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information on this
system of records or information as to whether the system contains
records pertaining to him (her) from Director, Kansas City,
Management Field Office, ASCS/USDA, 8930 Ward Parkway, Kansas City,
Missouri, 64114, telephone number 816-926-6502. A request for
information pertaining to an individual should contain name, address
and ASCS county office(s) where farm records are maintained.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him (her), by submitting a written request
to the appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedure.
Record source categories: Documents submitted by the ASCS county office
maintaining farm records on the individual producer and submitted
primarily by such producers to the county office.
USDA/ASCS--23
System name: Shorn and Unshorn Wool and Mohair--USDA/ASCS.
System location: Management, Field Office, USDA/ASCS, 8930 Ward
Parkway, Kansas City, Missouri 64114
Categories of individuals covered by the system: Farmers who
participate in the shorn and unshorn wool and mohair incentive
programs administered by ASCS.
Categories of records in the system: Contains names and addresses of
all farmers participating in the ASCS wool and mohair incentive
program for the current marketing year, and other data such as:
Social security number and wool production data.
Authority for maintenance of the system: 7 U.S.C. 1781-1787; 7 CFR
2.65.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Furnished to (A) Idaho
Sheep Commission to report number of head shorn. (B) Referral to the
appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
Referral to a court, magistrate or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery. (C)
Navaho Indian Agency, Bureau of Indian Affairs sight drafts and
payment statements for individual payments for Navaho program
participants. Disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic tape.
Retrievability: Indexed by name of individual producer in State and
county sequence.
Safeguards: Kept in a fireproof vault in a secured area of Government
office building.
Retention and disposal: Retained for three prior marketing years and
disposed of by re-using the obsolete magnetic tapes.
System manager(s) and address: Director, Management Services Division,
USDA/ASCS, PO Box 2415, Washington, DC 20013
Notification procedure: Any wool producer may request information on
this system of records or information as to whether the system
contains records pertaining to him (her) from Director, Kansas City
Management Field Office, USDA/ASCS/8930 Ward Parkway, Kansas City,
Missouri 64114, telephone 816-926-6502. A request for information
pertaining to an individual should contain name, address, social
security number, and county where farm is located.
Record access procedures: Any wool producer may obtain information as
to the procedures for gaining access to and contesting a record in
the system which pertains to him, by submitting a written request to
the appropriate offical referred to in the preceeding paragraph.
Contesting record procedures: Same as Records Access Procedure.
Record source categories: Information in this system comes primarily
from applications for wool and mohair payments documents submitted
by the ASCS county offices maintaining farm records on the
individual wool producer who is the primary source of the data.
USDA/ASCS-24
System name: Subsidiary Personnel, Pay and Travel Records--USDA/
ASCS.
System location:
Any ASCS office where individual is employed at the address shown in
the local telephone directory under the heading, ``United States
Government, Department of Agriculture, Agricultural Stabilization and
Conservation Service.''
Categories of individuals covered by the system:
Individual employed by ASCS, except county office employees and
committee members.
Categories of records in the system:
Agency copies of personnel actions, training records, performance
ratings, earnings statements, time and attendance reports, travel
authorizations and vouchers, payroll deduction records, service record
cards, record of accountable documents charged to employee, appeal
cases, and conflict of interest statements.
Authority for maintenance of the system:
5 U.S.C. 301; 7 CFR 2.65.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Answer inquiries from prospective employers when employee gives
immediate supervisor or co-worker as reference. (2) Referral to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting a violation of
law, or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by rule,
regulation or order issued pursuant thereto. (3) Referral to the
Department of Justice when (a) the agency, or any component thereof;
or (b) any employee of the agency in his or her official capacity; or
(c) any employee of the agency in his or her individual capacity where
the Department of Justice has agreed to represent the employee; or (d)
the United States, where the agency determines that litigation is
likely to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation, provided, however, that in
each case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected. (4) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when (a) the agency, or any component thereof; or (b) any employee of
the agency in his or her official capacity; or (c) any employee of the
agency in his or her individual capacity where the agency has agreed
to represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation, provided, however, that in
each case, the agency determines that disclosure of the records to the
court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected. (5)
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office at
the request of the individual. (6) Referral to a collection or
servicing contractor, or a local, State, or Federal agency, when ASCS
determine a referral is appropriate for servicing or collecting the
debtor's account or as provided for in contracts with servicing or
collection agencies. (7) Referral to the Internal Revenue Service to
enable it to offset and satisfy past-due, legally enforceable debts
owed to USDA against Federal income tax refunds.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12):
Disclosures may be made from this system to ``consumer reporting
agencies'' as defined in the Fair Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection Act (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders at addresses referenced above.
Retrievability:
Indexed by name of individual employee.
Safeguards:
Kept in file cabinets at addresses referenced above.
Retention and disposal:
Maintained in active status during the employee's tenure at the
organizational entity. After transfer or separation, maintained in
inactive status to be used to answer employment inquiries. Conflict of
interest statement retained 2 years after employee is separated.
System manager(s) and address:
Deputy Administrator, Management, ASCS, USDA, PO Box 2415, Washington,
DC 20013.
Notification procedure:
An individual may inquire as to whether this system contains records
pertaining to him by contacting the head of the office where the
records are located. If the specific location of the records is not
known, the individual should address his request to the Director,
Information Division, ASCS, USDA, PO Box 2415, Washington, DC 20013,
who, if necessary, will refer it to the appropriate office. A request
for information pertaining to an individual should contain: Full name,
address, ZIP code, taxpayer identification number, name of the system
of records, year of records in question, and any other pertinent
information to help identity the file. Before information about any
record is released, the System Manager may require the individual to
provide proof of identify or require the requester to furnish an
authorization from the individual to permit release of information.
Record access procedures:
Same as notification procedure. An individual who wishes to request
access to records in the system relating to that individual or who
wishes to request correction of records believed to be in error should
submit a written request to the System Manager. (The regulations
governing access to records and contesting contents of records are set
forth at 7 CFR 1.110-1.123).
Contesting record procedures:
Same as record access procedures.
Record source categories:
Information in these records is obtained directly from the employee,
the Office of Personnel Management, and agency-initiated documents.
USDA/ASCS--25
System name: Tobacco (Flue-cured, Burley) Farm History Master
File, USDA/ASCS.
System location: Management Field Office, USDA/ASCS, 8930 Ward Parkway,
Kansas City, Missouri 64114
Categories of individuals covered by the system: Farmers who
participate in the flue-cured or burley tobacco programs.
Categories of records in the system: Contains names and addresses of
all participating tobacco farmers and such information as State
county, farm number, allotments and quotas, production and marketing
data, lease and transfer data.
Authority for maintenance of the system: 16 U.S.C. 590; 7 U.S.C. 1281-
1393; 7 U.S.C. 1421-1449; 7 CFR 2.65
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Furnished to Congress upon
request from members and Congressional Agencies; Cooperative
marketing associations for price support and marketing data; and
Referral to the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record, within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto; Referral to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery.
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic tape.
Retrievability: Indexed by State, county, farm number, community number
and producer's name.
Safeguards: Kept in fireproof vault in a secured area of Government
office building.
Retention and disposal: Maintained indefinitely on a currently updated
basis.
System manager(s) and address: Director, Management Services Division,
USDA/ASCS, PO Box 2445, Washington, DC 20013
Notification procedure: Any individual may request information on this
system of records or information as to whether the system contains
records pertaining to him from Director, Kansas City Management
Field Office, ASCS/USDA, 8930 Ward Parkway, Kansas City, Missouri
64114, telephone 816-926-6502. A request for information pertaining
to an individual should contain name, address, and county where
tobacco farm is located.
Record access procedures: Any tobacco producer may obtain information
as to the procedures for gaining access to a record in the system
which pertains to him, by submitting a written request to the
appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedure.
Record source categories: Documents submitted by the ASCS county office
maintaining farm records on the individual producer and submitted
primarily by him (her) to the county office.
USDA/ASCS--26
System name: Tort, Program, and Civilian Employee Claims, USDA/
ASCS.
System location: Any ASCS office having jurisdiction over the claim at
the location listed in the local telephone directory under United
States Government, USDA/ASCS.
Categories of individuals covered by the system: Individual by whom or
against whom claim involving ASCS or CCC has been filed.
Categories of records in the system: Complete files on individual
claims, including claim forms, police reports, investigation and
accident reports, statement of witnesses, and agency reports.
Authority for maintenance of the system: Pub.L. 83-480; Pub.L. 89-508;
28 U.S.C. 2671-2680; 31 U.S.C. 240; 5 U.S.C. 8101-8150; 7 U.S.C.
135b, 450k, 1281-1393; 1421-1449, 1781-1787; 15 U.S.C. 714 b and c;
16 U.S.C. 590a-590q, 1301-1311.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) the
appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto; of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; a
court, magistrate or administrative tribunal, or to opposing counsel
in a proceeding before any of the above, of any record within the
system which constitutes evidence in that proceeding, or which is
sought in the course of discovery; (2) Department of Labor for those
arising under the Federal Employees Compensation Act; (3) insurance
companies where necessary for resolution of claim; (4) disclosure
may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual; and (5) referral of list of
producer names on claim record to cotton loan clerks for offsetting.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Individual claim folders.
Retrievability: Indexed by name of claimant number.
Safeguards: Kept in locked file cabinets in Government office building.
Retention and disposal: Retained after settlement for 6 years if CCC
and 5 years if appropriated funds involved.
System manager(s) and address: Deputy Administrator, Management, ASCS/
USDA, Washington, DC 20250.
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contacting the head of
the office where the records are located. If the specific location
of the records is not known, the individual should address his
request to Director, Management Services Division, USDA/ASCS, Room
6959-S, Washington, DC 20250, telephone, 202-447-2717, who if
necessary will refer it to the appropriate office. A request for
information pertaining to an individual should contain: Name,
address, name of system of records, year of records in question, and
any other pertinent information to help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Information in this system comes primarily
from claimants, witnesses, agency employees, and investigative
personnel.
USDA/ASCS--27
System name: Peanut Allotment and Quota File, USDA/ASCS.
System location: Management Field Office, USDA/ASCS 8930 Ward Parkway,
Kansas City, Mo. 64114.
Categories of individuals covered by the system: All producers who
participate in the peanut allotment and quota program as set forth
by the Food and Agriculture Act of 1977. (Effective 1978 through
1981 peanut crop year.)
Categories of records in the system: This file contains data such as
farm number, producer name, address, State and county in which
peanut farming is conducted, acreage allotments, quotas and
marketing data.
Authority for maintenance of the system: 7 U.S.C. 1358, 1359, 1373,
1377 and 1441.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Furnished to Cooperative
Marketing Associations for price support and marketing data; and
referral to the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or by
rule, regulation or order issued pursuant thereto; referral to a
court, magistrate or administrative tribunal, or to opposing counsel
in a proceeding before any of the above, of any record within the
system which constitutes evidence in that proceeding, or which is
sought in the course of discovery. Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual. Disclosure may be made to Federal State Inspection
Service, Cooperative Peanut Associations and Peanut Board.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Magnetic tapes and disks at the Kansas City Computer Center,
8930 Ward Parkway, Kansas City, MO 64114.
Retrievability: Records are indexed by State, county and farm number.
Safeguards: Records maintained on magnetic tapes and disks are kept in
a limited access secured Federal Government facility.
Retention and disposal: Maintained on a currently updated basis for the
1978-1981 crop years of peanuts.
System manager(s) and address: Deputy Administrator, Management, USDA/
ASCS, Washington, DC 20250.
Notification procedure: Any peanut producer may request information on
this system of records or information as to whether or not the
system contains records pertaining to the named producer from:
Director, Management Field Office, USDA/ASCS, 8930 Ward Parkway
Kansas City, Mo. 64114, telephone 816-926-6502. However, all data
concerning the producer is available in the appropriate county ASCS
office, as well as similar peanut allotment and quota information
about other peanut producers in the county. Thus the county office
would be the most help in servicing a Privacy Act request for
personal data from the peanut producer. A request for information
pertaining to an individual, as a minimum, must contain name,
address and ASCS county office(s) where peanut farm records are
maintained.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Information in this system comes primarily
from documents origination in county ASCS offices and from
information submitted by peanut producers and peanut associations to
the county ASCS office(s).
USDA/ASCS-28
System name: Claims Data Base (Automated), USDA/ASCS.
System location:
Kansas City Management Office, USDA/ASCS, 8930 Ward Parkway, Kansas
City, MO 64114.
Categories of individuals covered by the system:
Agricultural producers.
Categories of records in the system:
Information identifying the delinquent debtor, such as name, address,
producer identification number (social security number or taxpayer
identification number); information relating to claim identification,
such as claim control number, which is comprised of a State and county
code and an alpha-numeric control number; codes identifying the type
of claim and the basis for establishing the claim; identification of
programs under which the claim arose; date the claim arose; loan, farm
or contract number; interest rate applied to claim; the date interest
on the claim starts and the principal amount of the claim; information
related to claims actions and status changes which have occurred since
the claims was initially established, such as transfers from
originating ASCS office to other ASCS State or county offices and
referrals to the Office of the General Counsel for legal action;
termination of claims actions; changes in claim amount resulting from
compromises, addition of collection or court costs and brief remarks
which identify or clarify actions being taken by the ASCS office
submitting the claim information.
Authority for maintenance of the system:
7 U.S.C. 1281-1393; 7 U.S.C. 1421-1449 and 15 U.S.C. 714-714p.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
USDA employees maintain and update the system with expanded claims
data for assistance in preparation of the SF-220 report (Report on
Status of Accounts and Loans Receivable from the Public) and the
production of other debt management reports. (1) Referral to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting a violation of
law, or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by rule,
regulation or order issued pursuant thereto. (2) Referral to the
Department of Justice when (a) the agency, or any component thereof;
or (b) any employee of the agency in his or her official capacity; or
(c) any employee of the agency in his or her individual capacity where
the Department of Justice has agreed to represent the employee; or (d)
the United States, where the agency determines that litigation is
likely to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation, provided, however, that in
each case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected. (3) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when (a) the agency, or any component thereof; or (b) any employee of
the agency in his or her official capacity; or (c) any employee of the
agency in his or her individual capacity where the agency has agreed
to represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation, provided, however, that in
each case, the agency determines that disclosure of the records to the
court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected. (4)
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office at
the request of the individual. (5) Referral of delinquent commercial
debt information, which is filed in the system, to a commercial credit
reporting agency for it to make the information publicly available.
Only that information directly related to the identity of the debtor
and history of the claim will be released. Debtor information will
consist of the following: The debtor's name, address, taxpayer
identification number, and other information necessary to establish
the identity of the debtor; the amount, status, and history of the
claim, and the program under which the claim arose. (6) Referral to a
collection or servicing contractor, or a local, State, or Federal
agency, when ASCS determines a referral is appropriate for servicing
or collecting the debtor's account or as provided for in contracts
with servicing or collection agencies. (7) Referral to the Internal
Revenue Service to enable it to offset and satisfy past-due, legally
enforceable debts owed to USDA against Federal income tax refunds. (8)
Referral of information regarding indebtedness to the Defense Manpower
Data Center, Department of Defense, for the purpose of conducting
computer matching programs to identify and locate individuals
receiving Federal salary or benefit payments and who are delinquent in
their repayment of debts owed to the U.S. Government under certain
programs administered by ASCS/CCC in order to collect debts under the
provisions of the Debt Collection Act of 1982 (Pub. L. No. 97-365) by
voluntary repayment, administrative or salary offset procedures, or by
collection agencies. (9) Referral of information regarding
indebtedness to the United States Postal Service for the purpose of
conducting computer matching programs to identify and locate
individuals receiving Federal salary or benefit payments and who are
delinquent in their repayment of debts owed to the U. S. Government
under certain programs administered by ASCS/CCC in order to collect
debts under the provisions of the Debt Collection Act of 1982 (Pub. L.
97-365) by voluntary repayment, administrative or salary offset
procedures, or by collection agencies.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12):
Disclosures may be made from this system to ``consumer reporting
agencies'' as defined in the Fair Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection Act (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Claims Data Base records are stored on disk files.
Retrievability:
Records can be accessed by producer identification number (if
available), farm number or State, county and claim number.
Safeguards:
On-line access to data in the Claims Data Base (Automated) is
controlled by password protection. The data base is duplicated on
magnetic tape files.
Retention and disposal:
Claim records remain on the data base for four months after a claim
has been zero-balanced, at which time the data is transferred from
disk to tape files. The data is retained on tape files for one year.
Data on magnetic tape files is then written over for disposal.
System manager(s) and address:
Director, Kansas City Management Office, ASCS, USDA, 8930 Ward
Parkway, Kansas City, Missouri 64114.
Notification procedure:
An individual may request information as to whether the system
contains records pertaining to such individual from the Director,
Kansas City Management Office, ASCS, USDA, 8930 Ward Parkway, Kansas
City, Missouri 64114. A request for information regarding an
individual should include: Full name, address, ZIP code, producer
identification number (if available), farm number or claim number, and
any other pertinent information to help identify the file. Before
information about any record is released, the System Manager may
require the individual to provide proof of identity or require the
requester to furnish an authorization from the individual to permit
release of information.
Record access procedures:
Same as notification procedure. An individual who wishes to request
access to records in the system relating to that individual or who
wishes to request correction of records believed to be in error should
submit a written request to the System Manager. (The regulations
governing access to records and contesting contents of records are set
forth at 7 CFR 1.110-1.123).
Contesting record procedures:
Same as record access procedures.
Record source categories:
Records in this system come primarily from documents submitted by the
ASCS county office maintaining farm records on the individual
producer. Information in these records is obtained directly from the
individuals in the system.
Animal and Plant Health Inspection Service
USDA/APHIS--1
System name: Plant Protection and Quarantine--Regulatory
Actions, USDA/APHIS.
System location:
Plant Protection and Quarantine Program, USDA/APHIS, Room 643 Federal
Building, Hyattsville, MD 20782.
Categories of individuals covered by the system:
Violators and alleged violators of plant protection and quarantine
laws and regulations.
Categories of records in the system:
The system consists of case files on violators and alleged violators
and contains copies of violation report forms, compliance agreements,
employee or other witness statements, warning notices, Office of the
General Counsel (OGC) recommendations to the Department of Justice and
court disposition documents. Complaints, consent decisions, and
decisions and orders in relation to civil penalties assessed by the
U.S. Department of Agriculture.
Authority for maintenance of the system:
7 U.S.C. 150gg, 163.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto. (2) Disclosure to the Department of Justice for use
in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected. (3) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however that in
each case, the agency determines that disclosure of the records to the
court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected. (4)
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders in metal file cabinets.
Retrievability:
Records are manually retrieved by case numbers assigned to individual
violators and alleged violators.
Safeguards:
Records are maintained in locked files with APHIS employees in
attendance during working hours.
Retention and disposal:
Records are maintained indefinitely.
System manager(s) and address:
Deputy Administrator, Plant Protection and Quarantine, USDA/APHIS,
14th & Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
All inquiries should be addressed to:
APHIS Privacy Act Coordinator, Office of the Administrator, USDA/
APHIS, Room 732 Federal Building, 6505 Belcrest Road, Hyattsville, MD
20782.
Record access procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Contesting record procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Systems exempted from certain provisions of the act:
This system has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4) (G), (H),
and (I), and (f). See 7 CFR 1.23. Individual access to these records
would impair investigations and alert subjects of investigations that
their activities are being scrutinized, and thus allow them time to
take measures to prevent detection of illegal action to escape
prosecution. Any individual who feels, however, that he has been
denied any right, privilege or benefit for which he would otherwise be
eligible as a result of the maintenance of such material may request
access to the material. Such requests should be addressed to:
APHIS Privacy Act Coordinator, Office of the Administrator, USDA/
APHIS, Room 732 Federal Building, 6505 Belcrest Road, Hyattsville, MD
20782.
USDA/APHIS--2
System name: Veterinary Services--Records of Accredited
Veterinarians, USDA/APHIS.
System location:
Veterinary Services Program, USDA/APHIS, Room 828AA Federal Building,
Hyattsville, MD 20782.
Categories of individuals covered by the system:
Private veterinary practitioners who are accredited by the Federal and
State governments to issue health certificates for the interstate and
international movement of livestock and participate in cooperative
State/Federal animal health programs.
Categories of records in the system:
(1) Record includes name of accredited veterinarian, social security
number, mailing address, phone number, type of practice, State in
which accredited State license number, college and date of graduation,
and score on accreditation examination. (2) Record also includes
material pertaining to alleged violations of accreditation standards.
If allegations are proven true the record includes the disposition of
the case which may be revocation of accreditation.
Authority for maintenance of the system:
21 U.S.C. 105, 111-114a-1, 116, 125, 134b, 134f.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to State Animal Health officials to certify that a
particular individual is indeed accredited. (2) Referral to State
veterinary examining boards to certify that a particular individual is
indeed accredited. (3) Referral to the appropriate agency, whether
Federal, State, local or foreign, charged with the responsibility of
investigating or prosecuting a violation of law, or of enforcing or
implementing the statute, rule, regulation or order issued pursuant
thereto, of any record within this system when information available
indicates a violation or potential violation of law, whether civil,
criminal or regulatory in nature, and whether arising by general
statute or particular program statute, or by rule, regulation or order
issued pursuant thereto. (4) Disclosure to the Department of Justice
for use in litigation when the agency, or any component thereof, or
any employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected. (5) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected. (6)
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are electronically stored at the Washington Computer Center.
Retrievability:
Records are electronically retrieved by alphabetized names and social
security numbers.
Safeguards:
The computer files and tapes are kept in a safeguarded environment
with access only by authorized personnel.
Retention and disposal:
Records are maintained for the individual's lifetime or until no
longer licensed.
System manager(s) and address:
Deputy Administrator, Veterinary Services, USDA/APHIS, 14th &
Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
All inquiries should be addressed to:
APHIS Privacy Act Coordinator, Office of the Administrator, USDA/
APHIS, Room 732 Federal Building, 6505 Belcrest Road, Hyattsville, MD
20782.
Record access procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Contesting record procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Record source categories:
Material is transcribed from documents submitted by the individual.
Material is verified by State and Area Animal Health Officials which
sometimes results in additional source material submitted by such
officials.
Systems exempted from certain provisions of the act:
The portions of this system which consist of investigatory material
compiled for law enforcement purposes have been exempted pursuant to 5
U.S.C. 552a(k)(2) from the provisions of 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4)(G), (H), and (I), and (f). See 7 CFR 1.23. Individual
access to these records would impair investigations and alert subjects
of investigations that their activities are being scrutinized, and
thus allow them time to take measures to prevent detection of illegal
action to escape prosecution. Any individual who feels, however, that
he has been denied any right, privilege or benefit for which he would
otherwise be eligible as a result of the maintenance of such material
may request access to the material. Such requests should be addressed
to: APHIS Privacy Act Coordinator, Office of the Administrator, USDA/
APHIS, Room 732 Federal Building, 6505 Belcrest Road, Hyattsville, MD
20782.
USDA/APHIS--3
System name: Veterinary Services--Animal Quarantine Regulatory
Actions, USDA/APHIS.
System location:
Veterinary Services Program, USDA/APHIS, Room 821, Federal Building,
Hyattsville, MD 20782.
Categories of individuals covered by the system:
Veterinarians; Livestock Market Operators; Livestock Haulers;
Livestock Dealers, Buyers, and Brokers; Livestock Owners and
Producers.
Categories of records in the system:
Investigatory and case files of alleged violations of quarantine laws
contain the alleged violator's name and address, type of infraction,
and documentation of the alleged infraction. The file includes closed
cases as well as the current status of those cases remaining
unresolved.
Authority for maintenance of the system:
21 U.S.C. 101-105, 111-134.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto. (2) Disclosure to the Department of Justice for use
in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected. (3) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected. (4)
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders in metal file cabinets.
Retrievability:
Numbered cases are cross-indexed by alphabetized names. Files are
manually retrieved.
Safeguards:
Records are maintained in locked files with APHIS employees in
attendance during working hours.
Retention and disposal:
Precedent setting cases are destroyed 7 years after the case is
closed. Routine cases are destroyed 5 years after the case is closed.
Investigations not resulting in violations are destroyed 1 year after
they are closed.
System manager(s) and address:
Deputy Administrator, Veterinary Services, USDA/APHIS, 14th &
Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
All inquiries should be addressed to: APHIS Privacy Act Coordinator,
Office of the Administrator, USDA/APHIS, Room 732 Federal Building,
6505 Belcrest Road, Hyattsville, MD 20782.
Record access procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Contesting record procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Systems exempted from certain provisions of the act:
This system has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4) (G), (H),
and (I), and (f). See 7 CFR 1.23. Individual access to these records
would impair investigations and alert subjects of investigations that
their activities are being scrutinized, and thus allow them time to
take measures to prevent detection of illegal action to escape
prosecution. Any individual who feels, however, that he has been
denied any right, privilege or benefit for which he would otherwise be
eligible as a result of the maintenance of such material may request
access to the material. Such requests should be addressed to: APHIS
Privacy Act Coordinator, Office of the Administrator, USDA/APHIS, Room
732 Federal Building, 6505 Belcrest Road, Hyattsville, MD 20782.
USDA/APHIS--4
System name: Veterinary Services--Animal Welfare and Horse
Protection Regulatory Actions, USDA/APHIS.
System location:
Veterinary Services Program, USDA/APHIS, Room 821 Federal Building,
Hyattsville, MD 20782.
Categories of individuals covered by the system:
Dealers, exhibitors, and other individuals required to be licensed or
registered under the Federal Laboratory Animal Welfare Act of 1966, as
amended. Operators of research facilities and other individuals
required to be registered under the Federal Laboratory Animal Welfare
Act of 1966, as amended. Horse trainers, owners, exhibitors, and other
individuals subject to the Horse Protection Act of 1970.
Categories of records in the system:
Investigatory and case files contain the alleged violator's name and
address, type of infraction, and documentation of the alleged
infraction. The files include closed cases as well as the current
status of those cases remaining unresolved.
Authority for maintenance of the system:
7 U.S.C. 2131 et seq.; 15 U.S.C. 1821 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto. (2) Disclosure to the Department of Justice for use
in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected. (3) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected. (4)
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on index cards and in file folders in metal
file cabinets.
Retrievability:
Numbered cases are cross-indexed by alphabetized names. Files are
manually retrieved.
Safeguards:
Records are maintained in locked files with APHIS employees in
attendance during working hours.
Retention and disposal:
Precedent setting cases are destroyed 7 years after the case is
closed. Routine cases are destroyed 5 years after the case is closed.
Investigations not resulting in violations are destroyed 1 year after
they are closed.
System manager(s) and address:
Deputy Administrator, Veterinary Services, USDA/APHIS, 14th &
Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
All inquiries should be addressed to: APHIS Privacy Act Coordinator,
Office of the Administrator, USDA/APHIS, Room 732 Federal Building,
6505 Belcrest Road, Hyattsville, MD 20782.
Record access procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Contesting record procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Systems exempted from certain provisions of the act:
This system has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4) (G), (H), and
(I), and (f). See 7 CFR 1.23. Individual access to these records would
impair investigations and alert subjects of investigations that their
activities are being scrutinized, and thus allow them time to take
measures to prevent detection of illegal action to escape prosecution.
Any individual who feels, however, that he has been denied any right,
privilege or benefit for which he would otherwise be eligible as a
result of the maintenance of such material may request access to the
material. Such requests should be addressed to: APHIS Privacy Act
Coordinator, Office of the Administrator, USDA/APHIS, Room 732 Federal
Building, 6505 Belcrest Road, Hyattsville, MD 20782.
USDA/APHIS-6
System name: Veterinary Services--Brucellosis Information System
and Brucellosis Recording and Reporting System, USDA/APHIS.
System location:
The Brucellosis Information System--U.S. Department of Agriculture,
Fort Collins Computer Center, Colorado, and each of the various
States. The Brucellosis Recording and Reporting System--Federal and
State area offices; Federal Regional Offices; and Hyattsville,
Maryland.
Categories of individuals covered by the system:
Herd owners whose animals or herds are tested, studied, or restricted
because of brucellosis; livestock markets; slaughter establishments;
and livestock dealers (including agents and brokers) handling
livestock covered by the program; milk processing plants receiving
milk or cream from dairy farms; laboratories conducting brucellosis
program tests or procedures; State, Federal, and contractual personnel
engaged in program activities.
Categories of records in the system:
Information on herds and individual animals tested, studied, or
restricted under the brucellosis program; epidemiologic studies;
animals, specimens, or premises sampled, identified, inspected,
tested, handled, or restricted under the brucellosis program by State,
Federal or contractual personnel; animal identification, health and
movement data of animals covered under program activities for
traceback of disease from livestock markets, slaughter plants, and
livestock dealers or livestock brokers or commission firms; milk and
cream samples and related identification data for brucellosis testing
from milk processing plants receiving fresh farm milk; and brucellosis
test data from laboratories approved to do brucellosis program
testing.
Authority for maintenance of the system:
21 U.S.C. 111, 112, 114, 114a-1, 115, 120, 121, 125, 134a-134f and
title 9, Code of Federal Regulations, part 51 and part 78.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records maintained in the computer system will be routinely used by
the Federal and State government personnel for: (1) Detecting the foci
of infection to reduce the rate of spread of infection to new herds;
(2) evaluating brucellosis program activities of State, Federal, and
contractual personnel; (3) preparing mailing labels and preaddressed
forms to enhance field activities; (4) evaluating program
effectiveness; (5) detecting factors of epidemiologic importance in
containing or eliminating foci of infected herds; (6) assuring that
brucellosis indemnities are promptly and properly paid; (7)
notification of livestock owners with the animals at high risk of
exposure to brucellosis because of livestock movements or an outbreak
of disease or presence of quarantined premises in a community; (8)
referral to the appropriate agency, whether Federal, State, local, or
foreign, charged with responsibility of investigating or prosecuting a
violation of law concerning animal disease control and eradication, or
of enforcing or implementing a statute, rule, regulation, or order
issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation of
law concerning animal disease control and eradication, whether civil,
criminal, or regulatory in nature, and either arising by general
statute or particular program statute, or by rule, regulation, or
court order issued pursuant thereto; (9) litigation by the Department
of Justice when the agency, or any component thereof, or any employee
of the agency in his or her official capacity, or any employee of the
agency in his or her individual capacity where the Department of
Justice has agreed to represent the employee, or the United States,
where the agency determines that litigation is likely to affect the
agency or any of its components, is a party to litigation or has an
interest in such litigation, and the use of such records by the
Department of Justice is deemed by the agency to be relevant and
necessary to the litigation; provided, however, that in each case, the
agency determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected; (10)
use in a proceeding before a court or adjudicative body before which
the agency is authorized to appear, when the agency, or any component
thereof, or any employee of the agency in his or her official
capacity, or any employee of the agency in his or her individual
capacity where the agency has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the agency
determines that use of such records is relevant and necessary to the
litigation; provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of the
information contained in the records that is compatible with the
purpose for which the records were collected; (11) response to a
request from a congressional office from the record of an individual
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The Brucellosis Information System's records will be maintained on on-
line disk storage and magnetic tapes. The Brucellosis Recording and
Reporting System's records will be maintained on floppy disk storage
and/or magnetic tapes.
Retrievability:
Under this system, data may be retrieved and organized by any of the
categories which have been recorded. This will greatly improve the
ability to retrieve existing records and to serve the livestock
industry in the eradication of brucellosis.
Safeguards:
The only individuals with access to this system are Federal and State
government employees with a need to know. The data base is secured on
a State-by-State basis. The brucellosis program planning staff has
access to all information in the computerized system without
restrictions. The computer files, tapes, and disks are kept in a
safeguarded environment with access only by authorized personnel.
Retention and disposal:
(1) Herd records are maintained in the data base as follows: (a)
Infected herds not depopulated or sold out are always on-line. (b)
Depopulated or sold out herds are archieved. (c) Herd tested but not
infected are kept on-line for 6 months after testing and then archived
on a fiscal year basis. Archived data are kept for 15 years. (2)
Records pertaining to animals, specimens, or premises sampled,
identified, inspected, tested, handled, or restricted by State,
Federal, or contractual personnel are kept on-line as long as the
individual is working in brucellosis programs. Once employment or
accreditation is terminated, the information is archived by fiscal
year for 15 years. (3) Livestock market, slaughter, establishment,
livestock dealer, milk processing plant, and laboratory records
pertaining to animal or herd information are retained as described
under (1) above.
System manager(s) and address:
Deputy Administrator, Veterinary Services, USDA/APHIS, Federal
Building, 6505 Belcrest Road, Hyattsville, MD 20782.
Notification procedure:
All inquiries should be addressed to: APHIS Privacy Act Coordinator,
Office of the Administrator, USDA/APHIS, Room 732 Federal Building,
6505 Belcrest Road, Hyattsville, MD 20782.
Record access procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Contesting record procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Record source categories:
(1) Epidemiologic information for herds and animals is obtained from
documents and reports completed by Federal and State employees or
contractual personnel as a part of testing a herd or animal(s) or as a
part of investigating the source and spread of brucellosis within the
livestock population. (2) Information for work related activities is
made available by the appropriate State or Federal office for
personnel and contractual employees paid from its funds. (3) Livestock
market, slaughter establishment, livestock dealer, milk processing
plant, and laboratory information is acquired in the course of
obtaining other program activity information such as where samples
were collected, where animals identification was applied, where
samples were tested, and how the samples or animals were handled or
processed prior to or following collection of testing.
USDA/APHIS--7
System name: Animal Damage Control Non-Federal Personnel
Records--USDA/APHIS.
System location:
Animal Damage Control State Area Offices.
Categories of individuals covered by the system:
Animal Damage Control Program Cooperative Employees; i.e., State and
other.
Categories of records in the system:
(1) Non-Federal Employees- recruitment forms, medical forms, security
records, life and health insurance forms, military service records,
motor vehicle exam records, education and skills records, training
records, disciplinary and suspension records, letters of commendation;
(2) Payroll Records--Time and attendance records, State retirement
records, social security records, workman's compensation insurance
records, leave records, salary and expense cost records; (3) Travel
Expense and Mileage Report; (4) Animal Damage Control Records--hunter
and trapper (district field assistant) records on animals taken
weekly, itinerary and report of activity of trappers and hunters.
Authority for maintenance of the system:
7 U.S.C. 426-426(b); 7 U.S.C. 136-136w; 16 U.S.C. 703-711; and Section
101, Pub. L. No. 99-190.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The primary uses of the records are to (a) serve as a tool for the
State supervisors in the financial and manpower management of Animal
Damage Control programs (b) form the legal basis for the disbursement
of funds and (c) form the basis for preparation of statistical
reports. Disclosures outside the Department of Agriculture may be
made: (1) For administrative uses by cooperating Federal, State,
county, and local government units, and cooperating private
organizations and associations; (2) to the Department of Justice for
use in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected; (3) in a proceeding before a court or adjudicative body
before which the agency is authorized to appear, when the agency, or
any component thereof, or any employee of the agency in his or her
official capacity, or any employee of the agency in his or her
individual capacity where the agency has agreed to represent the
employee, or the United States, where the agency determines that
litigation is likely to affect the agency or any of its components, is
a party to litigation or has an interest in such litigation, and the
agency determines that use of such records is relevant and necessary
to the litigation; provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of the
information contained in the records that is compatible with the
purpose for which the records were collected; (4) of information
indicating a violation or potential violation of a statute, regulation
rule, order or license, to appropriate Federal, State, local or
foreign agencies responsible for investigating or prosecuting the
violation or for enforcing or implementing the statute, rule,
regulation, order or license; (5) from the record of an individual in
response to an inquiry from a Congressional office made at the request
of that individual; (6) to other Federal agencies to effect salary and
administrative offsets; and (7) to provide addresses obtained from the
Internal Revenue Service to debt collection agencies for purposes of
locating a debtor to collect or compromise a Federal claim against the
debtor, or to consumer reporting agencies to prepare a commercial
credit report for use by the Department.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made
to consumer reporting agencies as defined in the Fair Credit Reporting
Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966
(31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are manually retrieved by employee name.
Safeguards:
Records and forms are maintained in a standard office filing cabinet
and office is locked when authorized personnel are not present.
Retention and disposal:
Non-record administrative material disposed 30 days after employment
terminates or in compliance with State regulations on disposal of
payroll records subject to audit.
System manager(s) and address:
Deputy Administrator, Animal Damage Control, USDA/APHIS, 14th &
Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
All inquiries should be addressed to:
APHIS Privacy Act Coordinator, Office of the Administrator, USDA/
APHIS, Room 732 Federal Building, 6505 Belcrest Road, Hyattsville, MD
20782.
Record access procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Contesting record procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Record source categories:
Material is obtained from documents submitted by the individuals and
from records completed by Federal employees or contractual personnel.
USDA/APHIS--8
System name: Veterinary Services--Animal Welfare, USDA/APHIS.
System location:
Veterinary Services Program, USDA/APHIS, Room 754 Federal Building,
Hyattsville, MD 20782, and the Area Offices.
Categories of individuals covered by the system:
Dealers, exhibitors, and other individuals required to be licensed
under the Federal Laboratory Act of 1966, as amended. Operators of
research facilities, intermediate handlers, carriers, and other
individuals required to be registered under the Federal Laboratory
Animal Welfare Act of 1966, as amended.
Categories of records in the system:
The general files contain the name and address of the licensee or
registrant and the registration or licensing number. The records
maintained in the files include the application for license or annual
report, application for registration, annual report of research
facility, program of veterinary care, inspection of carriers/
intermediate handler, inspection of animal facilities, and request for
approval of holding facility.
Authority for maintenance of the system:
7 U.S.C. 2131 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Records maintained under the proviso of this authority form an
integral support network essential for the implementation and
enforcement of the Animal Welfare Act, including licensing and
registration of individuals, businesses, and research facilities,
compliance with regulations and standards applicable under the Act,
and annual reporting requirements of summary data as required by law.
(2) Referral to the appropriate agency whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto. (3) Disclosure to the Department of Justice for use
in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected. (4) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, of any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect agency or any of its
components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected. (5)
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders in locked metal file cabinets.
Retrievability:
Records are retrieved by the name of the licensee or registrant or by
the license or registration number.
Safeguards:
Records are maintained in locked files with APHIS employees in
attendance during working hours.
Retention and disposal:
Licensees applications are destroyed 3 years after cancellation.
Registrants applications are maintained permanently. Routine records
are destroyed after 3 years.
System manager(s) and address:
Deputy Administrator, Veterinary Services, USDA/APHIS, 14th &
Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
All inquiries should be addressed to: APHIS Privacy Act Coordinator,
Office of the Administrator, USDA/APHIS, Room 732, Federal Building,
6505 Belcrest Road, Hyattsville, MD 20782.
Record access procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Contesting record procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Record source categories:
Material is obtained from documents submitted by the registrant or
licensee and from records completed by Federal employees.
Agricultural Research Service
Editorial note: Pursuant to Pub. L. 103-354, all activities of the
Agricultural Research Service are now performed by the Cooperative
State Research Education, and Extension Service.
USDA/ARS-1
System name: Solicitation of Bids or Proposals for Procurement
Contracts, USDA/ARS.
System location:
Office of the Director, USDA-ARS-Contracting and Assistance
Division, 6303 Ivy Lane, Room 838, Greenbelt, Maryland 20770-1433
Office of the Director, USDA-ARS-Facilities Construction Management
Division, 6303 Ivy Lane, Room 809, Greenbelt, Maryland 20770-1433
Area Administrative Officer, USDA-ARS-Beltsville Area, NAL Building,
4th Floor, Room 429, Bletsville, Maryland 20705
Area Administrative Officer, USDA-ARS-Mid South Area, PO Box 225,
Stoneville Road, Stoneville, Mississippi 38776.
Area Administrative Officer, USDA-ARS-Midwest Area, 1815 North
University Street, Peoria, Illinois 61604.
Area Administrative Officer, USDA-ARS-North Atlantic Area, 600 East
Mermaid Lane, Philadelphia, Pennsylvania 19118.
Area Administrative Officer, USDA-ARS-Northern Plains Area, 2625
Redwing Road, Suite 350, For Collins, Colorado 80526.
Area Administrative Officer, USDA-ARS-Pacific West Area, 800
Buchanan Street, Albany, California 94710.
Area Administrative Officer, USDA-ARS-South Atlantic Area, P.O. Box
5677, College Station Road, Athens Georgia 30613.
Area Administrative Officer, USDA-ARS-Southern Plains Area, 7607
Eastmark Drive, College Station, Texas 77840.
Categories of individuals covered by the system:
Individuals who submit bids or proposals to furnish supplies or
perform services under contract with ARS.
Categories of records in the system:
The system consists of files of all bids or offers received and awards
made in regard to solicitations issued by ARS, including copies of
actual bids or offers and modifications thereto, and reports or
statements by bidders or offerors about their financial and
professional or technical capabilities with respect to furnishing the
supplies or rendering the services described in the solicitation.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
This information is used by the contract specialists in the day-to-day
administration of the contracts; in deciding courses of action in the
event of contractor default; and in handling congressional inquiries
and protests made by other competing bidders or offerors.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records in this system may be disclosed: (1) To the Department of
Justice when relevant and useful for the defense of suits against the
United States or its officers or for the institution of suits for the
recovery of claims by the USDA; (2) to an appropriate agency, whether
Federal, State, or local, charged with the responsibility of
investigating or prosecuting a violation of law or rule, regulation,
or order issued pursuant thereto, when information available indicates
a violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant to such statute; (3) in response to a request for discovery
or appearance of a witness, to the extent that what is disclosed is
relevant to the subject matter involved in a pending judicial or
criminal proceeding or in response to a subpoena issued in a
proceeding before a court or adjudicative body, to the extent that the
records requested are relevant to the proceedings; and (4) to a
congressional office in response to an inquiry from a congressional
office made at the request of the individual to whom the record
pertains.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by solicitation number, contract number, and name
of contractor.
Safeguards:
Records are kept in locked file cabinets and offices when not in the
custody of procurement officers or their subordinates.
Retention and disposal:
Records are maintained until 6 years after contract termination or
final contract payment is made.
System manager(s) and address:
Office of the Director, Contracting and Assistance Division, USDA-ARS,
NAL Building, 6303 Ivy Lane, Room 838, Greenbelt, Maryland 20770-
1433;Office of the Director, Facilities Construction Management
Division, USDA-ARS, 6303 Ivy Lane, Room 809, Greenbelt, Maryland
20770-1433; or the Area Administrative Officers at the addresses given
herein.
Notification procedure: Any individual may request information regarding
this system of records or information as to whether the system
contains records pertaining to him from the System Manager.
Record access procedures: Any individual may gain access to a record in
the system that pertains to him by submitting a written request to
the System Manager.
Contesting record procedures: Any individual may contest a record in the
system that pertains to him by submitting pertinent written
information to the System Manager.
Record source categories:
Information in this system comes from the business firm or individual
concerned or the Small Business Administration in the case of small
business set-aside procurements, and previous ARS records of
procurement contracts in which the business firm or individual was the
principal party to the contract.
USDA/ARS-2
System name: Research Medical Records System on Patients and
Human Volunteers Participating in Research at the ARS Human
Nutrition Research Centers in Grand Forks, Beltsville, and San
Francisco, USDA/ARS.
System location: USDA, ARS, Grand Forks Human Nutrition Research Center,
Northern Plains Area, 2420 Second Avenue North, Grand Forks, North
Dakota 58201; USDA, ARS, Beltsville Human Nutrition Research Center,
Building 308, Room 223, Beltsville Agricultural Research Center,
Beltsville, Maryland 20705; and USDA, ARS, Western Human Nutrition
Research Center, PO Box 29997, (Building 1110), Presidio of San
Francisco, California 94129.
Categories of individuals covered by the system: Individuals
participating in human research carried out by the staffs of the
Laboratories of the Human Nutrition Research Centers.
Categories of records in the system: Medical and nutritional histories,
medical and nutritional examinations, diagnostic and treatment data,
social and economic data, clinical laboratory data, statistical
summaries, and correspondence.
Authority for maintenance of the system: U.S.C. 2201, 7 U.S.C. 427, and
7 U.S.C. 3101 et seq.
Purpose(s):
To analyze research findings and to prepare a report of the findings
(the identification of individuals who participate in the research is
not revealed in the report of research findings).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Records in this system may
be disclosed: (1) To the Department of Justice when relevant and
useful for the defense of suits against the United States or its
officers or for the institution of suits for the recovery of claims
by the USDA; (2) to an appropriate agency, whether Federal, State,
or local, charged with the responsibility of investigating or
prosecuting a violation of law or rule, regulation, or order issued
pursuant thereto, when information available indicates a violation
or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant to such statute; (3) in response to a request for discovery
or appearance, of a witness, to the extent that what is disclosed is
relevant to the subject matter involved in a pending judicial or
criminal proceeding or in response to a subpoena issued in a
proceeding before a court or adjudicative body, to the extent that
the records requested are relevant to the proceedings; and (4) to a
congressional office in response to an inquiry from a congressional
office made at the request of the individual to whom the record
pertains.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are kept in file folders or maintained on magnetic
tapes, diskettes, or microfilm.
Retrievability: Records are indexed by the name of the volunteer and a
number assigned to the volunteer.
Safeguards: Records are kept in locked file cabinets and offices.
Retention and disposal: Clinical records are maintained for a period of
7 years. Scientific records are discarded at the discretion of the
principal investigator or research leader.
System manager(s) and address: USDA, ARS, Grand Forks Human Nutrition
Research Center, Northern Plains Area, 2420 Second Avenue, North,
Grand Forks, North Dakota 58201; USDA, ARS, Beltsville Human
Nutrition Research Center, Building 308, Room 223, Beltsville
Agricultural Research Center, Beltsville, Maryland 20705; and USDA,
ARS, Western Human Nutrition Research Center, PO Box 29997,
(Building 1110), Presidio of San Francisco, California 94129.
Notification procedure: Any individual may request information regarding
this system of records or information as to whether the sytem
contains records pertaining to him from the System Manager.
Record access procedures: Any individual may gain access to a record in
the system that pertains to him by submitting a written request to
the System Manager.
Contesting record procedures: Any individual may contest a record in the
system that pertains to him by submitting pertinent written
information to the System Manager.
Record source categories: Information in this system comes primarily
from the volunteer, health care personnel, other hospitals and
physicians, employers, and social agencies.
USDA/ARS-3
System name: Dosimetry Report on Individuals in USDA Required by
Radiological Safety Committee to Wear Radiation Exposure Measuring
Badges when Appropriate, USDA/ARS.
System location:
Radiological Safety Staff, ARS, USDA, 6303 Ivy Lane, 5th and Ground
Floors, Greenbelt, Maryland 20770-1433.
Categories of individuals covered by the system:
All individuals who use radioactive material and/or radiation
equipment which emit strong beta particles, neutrons, gamma rays, or
X-rays.
Categories of records in the system:
The system indicates individual's name, date of birth, and social
security number; issue date; monthly beta, gamma, neutron, and X-ray
dosages; classification of dosages as deep or shallow; and cumulative
totals for the calendar quarter, calendar year, and lifetime.
Authority for maintenance of the system:
42 U.S.C. 2111 and 42 U.S.C. 2201(b).
Purpose(s):
The system permits the maintenance of a monthly and cumulative record
of each badge wearer's radiation exposure.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records in this system may be disclosed: (1) To the Nuclear Regulatory
Commission for review, compliance, and investigation purposes; (2) to
a doctor, hospital, or other competent medical authority in event of a
medical emergency involving radiation exposure; (3) to the Department
of Labor, Veterans Administration, Social Security Administration,
U.S. Civil Service Commission, Department of Defense, Federal agencies
which may have special civilian employee retirement programs,
national, State, county, municipal, or other publicly recognized
chartiable or social security administration agency to adjudicate a
claim for benefits under the Bureau of Retirement, Insurance, and
Occupational Health or the recipient's benefit program(s), or to
conduct an analytical study of benefits being paid under such
programs; (4) to health insurance carriers or plans participating in
Federal Employees' Health Benefits Program in support of a claim for
health insurance benefits involving radiation exposure; (5) to Federal
Employees' Group Life Insurance Program in support of a claim for life
insurance benefits involving radiation exposure; (6) to an
organization to which the individual is transferred, upon written
request of that organization; (7) to the Department of Justice when
relevant and useful for the defense of suits against the United States
or its officers or for the institution of suits for the recovery of
claims by the USDA; (8) to an appropriate agency, whether Federal,
State, or local, charged with the responsibility of investigating or
prosecuting a violation of law or rule, regulation, or order issued
pursuant thereto, when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation, or order issued pursuant to such
statute; (9) in response to a request for discovery or appearance of a
witness, to the extent that what is disclosed is relevant to the
subject matter involved in a pending judicial or criminal proceeding
or in response to a subpoena issued in a proceeding before a court or
adjudicative body, to the extent that the records requested are
relevant to the proceedings; and (10) to a congressional office in
response to an inquiry from a congressional office made at the request
of the individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Current system is maintained in file drawers in Radiological Safety
Staff office. Past reports maintained in Federal Records Center (FRC).
Microfilms of past reports maintained in FRC and in file cabinet in
Radiological Safety Staff office. Index to the system is maintained on
a computer system controlled by the Radiological Safety Staff.
Retrievability:
Records are indexed and accessed by social security number or selected
by the individual's name, agency, or location.
Safeguards:
Access is limited to authorized Radiological Staff and contractor
employees by control of access to the computers and passwords. Records
are kept in locked file cabinets and offices.
Retention and disposal:
U.S. Nuclear Regulatory Commission requires retention of records until
such time as the Commission authorizes their disposition.
System manager(s) and address:
Radiological Safety Officer, Radiological Safety Staff, ARS, USDA,
6303 Ivy Lane, Room 530, Greenbelt, Maryland 20770-1433.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him from the System Manager.
Record access procedures:
Any individual may gain access to a record in a system that pertains
to him by submitting a written request to the System Manager.
Contesting record procedures:
Any individual may contest a record in the system that pertains to him
by submitting pertinent written information to the System Manager.
Record source categories:
Personal information about each individual is provided by the
individual. Dosimetry information is provided by a commercial supplier
of personal dosimeters under contract with USDA who routinely
receives, processes, and evaluates the dosimeters and furnishes the
System Manager with the appropriate information.
USDA/ARS-4
System name: Education and Radiation Training and Experience
Reports on Persons in USDA Using Radioactive Materials and/or
Equipment which Emit Ionizing Radiation, USDA/ARS.
System location:
Radiological Safety Staff, ARS, USDA, 6303 Ivy Lane, 5th Ground
Floors, Greenbelt, Maryland 20770-1433.
Categories of individuals covered by the system:
All persons in USDA who are responsible for, or independent users of,
radioactive materials and/or equipment which emit ionizing radiation.
Categories of records in the system:
The system consists of information on a person's educational
background including formal courses and on-the-job training in
radiation; experience in actual use of radioactive materials and/or
equipment which emit ionizing radiation; experience in the use of
radiation detection and measuring instrumentation; and additional
information such as pertinent publications, speeches, etc., which will
assist in the evaluation of a person's qualifications to safely use
radioactive materials and/or equipment which emit ionizing radiation
to protect his health and to minimize danger to life or property.
Authority for maintenance of the system:
42 U.S.C. 2111 and 42 U.S.C. 2201(b).
Purpose(s):
The system is used by the Department's Radiological Safety Committee
and Radiological Safety Staff in its determination to approve or deny
a person's procurement and use of potentially hazardous radioactive
materials and/or equipment which emit ionizing radiation. When
applicable, the system supplies information for maintenance of
required radiation exposure records on persons who are required to
wear personnel monitoring devices while using radioactive materials
and/or equipment which emit ionizing radiation.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records in this system may be disclosed: (1) To the Nuclear Regulatory
Commission for review, compliance, and investigation purposes; (2) to
the Department of Labor, Veterans Administration, Social Security
Administration, U.S. Civil Service Commission, Department of Defense,
Federal agencies which may have special civilian employee retirement
programs, national, State, county, municipal, or other publicly
recognized charitable or social security administration agency to
adjudicate a claim for benefits under the Bureau of Retirement,
Insurance, and Occupational Health or the recipient's benefit
program(s) or to conduct an analytical study of benefits being paid
under such programs; (3) to health insurance carriers or plans
participating in Federal Employees' Health Benefits Program in support
of a claim for health insurance benefits involving radiation exposure;
(4) to Federal Employees' Group Life Insurance Program in support of a
claim for life insurance benefits involving radiation exposure; (5)
disclosed to an organization to which the individual in transferred,
upon written request of that organization; (6) to the Department of
Justice when relevant and useful for the defense of suits against the
United States or its officers or for the institution of suits for the
recovery of claims by the USDA; (7) to an appropriate agency, whether
Federal, State, or local, charged with the responsibility of
investigating or prosecuting a violation of law or rule, regulation,
or order issued pursuant thereto, when information available indicates
a violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant to such statute; (8) in response to a request for discovery
or appearance of a witness, to the extent that what is disclosed is
relevant to the subject matter involved in a pending judicial or
criminal proceeding or in response to a subpoena issued in a
proceeding before a court or adjudicative body, to the extent that the
records requested are relevant to the proceedings; and (10) to a
congressional office in response to an inquiry from a congressional
office made at the request of the individual to whom the record
pertains.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in file folders or maintained on computer disks,
computer printouts, microfilm, and microfiche. Information will be
transmitted and stored on USDA and contractor computers.
Retrievability:
Records are indexed and accessed by individual's name, assigned code
number, city, and State.
Safeguards:
Access is limited to authorized Radiological Safety Staff and
contractor employees by control of access to the computers and
passwords. Records are kept in locked file cabinets and offices.
Retention and disposal:
U.S. Nuclear Regulatory Commission requires retention of records until
such time as the Commission authorizes their disposal.
System manager(s) and address:
Radiological Safety Officer, Radiological Safety Staff, ARS, USDA,
6303 Ivy Lane, Greenbelt, Maryland 20770-1433.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him from the System Manager.
Record access procedures:
Any individual gain access to a record in the system that pertains to
him by submitting a written request to the System Manager.
Contesting record procedures:
Any individual may contest a record in the system that pertains to him
by submitting pertinent written information to the System Manager.
Record source categories:
Personal information about each individual is provided by the
individual. Dosimetry information is provided by a commercial supplier
of personal dosimeters under contract with USDA who routinely
receives, processes, and evaluates the dosimeters and furnishes the
System Manager with the appropriate information.
USDA/ARS-5
System name: ARS Health and Fitness Center, USDA/ARS.
System location: ARS Health and Fitness Center, ARS, USDA, Building 010,
BARC-West, Beltsville, Maryland 20705.
Categories of individuals covered by the system: USDA employees and
their families that are members of the ARS Health and Fitness
Center.
Categories of records in the system: The system contains the member's
name, date of birth, office and home address, medical history,
general health information, and physicians name and phone number.
Authority for maintenance of the system: 5 U.S.C. 301.
Purpose(s):
The information is made available to the staff at the ARS Health and
Fitness Center to monitor the health and physical fitness of the
members.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Records in this system may
be disclosed: (1) To the Department of Justice when relevant and
useful for the defense of suits against the United States or its
officers or for the institution of suits for the recovery of claims
by the USDA; (2) to an appropriate agency, whether Federal, State,
or local, charged with the responsibility of investigating or
prosecuting a violation of law or rule, regulation, or order issued
pursuant thereto, when information available indicates a violation
or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant to such statute; (3) in response to a request for discovery
or appearance of a witness, to the extent that what is disclosed is
relevant to the subject matter involved in a pending judicial or
criminal proceeding or in response to a subpoena issued in a
proceeding before a court or adjudicative body, to the extent that
the records requested are relevant to the proceedings; and (4) to a
congressional office in response to an inquiry from a congressional
office made at the request of the individual to whom the record
pertains.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file cabinets.
Retrievability: Records are indexed alphabetically by name of the
member.
Safeguards: The records are kept in a locked office.
Retention and disposal: Records are maintained until the member cancels
his/her membership.
System manager(s) and address: ARS Health and Fitness Center Manager,
ARS, USDA, Building 010, BARC-West, Beltsville, Maryland 20705.
Notification procedure: Any individual may request information regarding
this system of records or information as to whether the system
contains records pertaining to him from the System Manager.
Record access procedures: Any individual may gain access to a record in
the system that pertains to him by submitting a written request to
the System Manager.
Contesting record procedures: Any individual may contest a record in the
system that pertains to him by submitting pertinent written
information to the System Manager.
Record source categories: Information in this system comes directly from
the individual.
Cooperative State Research Education
USDA/CSRS-1
System name: Current Research Information System (CRIS), USDA/
CSRS.
System location:
CSRS, National Agricultural Library Building, 5th Floor, 10301
Baltimore Boulevard, Beltsville, Maryland 20705.
Categories of individuals covered by the system:
Scientists listed on research projects entered into the CRIS.
Categories of records in the system:
Research projects of USDA agencies and research projects of those
State institutions receiving CSRS administered funds in support of
research.
Authority for maintenance of the system:
5 U.S.C. 301; 7 CFR 2.7 and 2.58.
Purpose(s):
This information is made available for the documentation and reporting
of research activities conducted by USDA agencies and by State
institutions receiving CSRS administered funds for research.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records in this system may be disclosed: (1) To subscribers of the
Dialog Commercial Database Network; (2) to contractors for preparation
in a form that can be entered into the computer; (3) to the National
Technical Information System; (4) to research scientists and
Administrators of all Governmental agencies and affiliated
institutions in connection with information retrieval requests in
special subject areas; (5) to the Department of Justice when relevant
and useful for the defense of suits against the United States or its
officers or for the institution of suits for the recovery of claims by
the USDA; (6) to an appropriate agency, whether Federal, State, or
local, charged with the responsibility of investigating or prosecuting
a violation of law or rule, regulation, or oder issued pursuant
thereto, when information available indicates a violation or potential
violation of law, whether civil, criminal, or regulatory in nature,
and whether arising by general statute or particular program statute,
or by rule, regulation, or order issued pursuant to such statute; (7)
in response to a request for discovery or appearance of a witness, to
the extent that what is disclosed is relevant to the subject matter
involved in a pending judicial or criminal proceeding or in response
to a subpoena issued in a proceeding before a court or adjudicative
body, to the extent that the records requested are relevant to the
proceedings; and (8) to a congressional office in response to an
inquiry from a congressional office made at the request of the
individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on computer tapes at the USDA National Computer
Center, Kansas City.
Retrievability:
Records can be retrieved by name of project leader or co-investigator.
Safeguards:
Access to this system is limited to USDA employees and subscribers of
the Dialog Commercial Database Network. The computer files and tapes
will be kept in a safeguarded environment with access only by
authorized personnel.
Retention and disposal:
Financial and classification records are maintained indefinitely.
Project information is maintained for 2 years following termination of
the project.
System manager(s) and address:
Director, CRIS, National Agricultural Library Building, 5th Floor,
10301 Baltimore Boulevard, Beltsville, Maryland 20705.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him from the System Manager.
Record access procedures:
Any individual may gain access to a record in the system that pertains
to him by submitting a written request to the System Manager.
Contesting record procedures:
Any individual may contest a record in the system that pertains to him
by submitting pertinent written information to the System Manager.
Record source categories:
Information in this system comes from USDA research agencies and State
institutions receiving CSRS administered funds for research.
Extension Service
Editorial note: Extension Service was abolished by Pub. L. 103-354 and
all of its activities are now performed by the Cooperative State
Research Education, and Extension Service.
Extension Service
USDA/ES-1
System name: International Extension Applicant Roster, USDA/ES.
System location:
Extension Service, International Programs, USDA, Room 332-A,
Administration Building, 14th & Independence Avenue, SW, Washington,
DC 20250.
Categories of individuals covered by the system:
Cooperative extension service and Extension Service personnel
interested in overseas assignments.
Categories of records in the system:
(1) Personal data identifying the individual such as name, address,
university, social security number and telephone number. (2) Summary
background information categorized under headings such as subject
matter experience, commodity experience, functional experience,
clientele experience, ecosystems experience, production systems
experience, scope of experience, international experience, education
and language proficiency. (3) Preferred length of assignment (short-,
mid- or long-term). (4) Personal resume or SF-171.
Authority for maintenance of the system:
Sections 296 and 297 of the Foreign Assistance Act of 1961, Pub. L.
No. 87-195, 75 Stat. 424, as added by Section 312 of the International
Development and Food Assistance Act of 1975, Pub. L. 94-161, 89 Stat.
849; and Section 1458 of the National Agricultural Research,
Extension, and Teaching Policy Act of 1977, 7 U.S.C. 301 et seq., as
amended by Section 1436 of the Agriculture and Food Act of 1981, Pub.
L. No. 97-98, 95 Stat. 1213.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Extension Service staff will have access to all records within the
system for the purpose of identifying qualified candidates for
overseas assignments. (2) Information may be referred to international
organizations seeking cooperative extension service and Extension
Service personnel for placement in overseas projects and assignments.
(3) Referral may be made to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery. (4)
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office at
the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
International Extension Applicant Roster records are stored on disk
files and in file folders.
Retrievability:
Records can be accessed on the computer by individual name, social
security number, university affiliation, preferred length of duty or
keywords and phrases under any of the experience categories. Resumes
and SF-171 forms will be filed by name in alphabetical order in file
folders.
Safeguards:
On-line access to International Extension Applicant Roster data is
controlled by password protection. Information stored in file folders
will be stored in locked file cabinets.
Retention and disposal:
Applicant information will remain on the system for a period of one
year. At the end of each year the applicant will have the option to
remain on the system for the following year, and make any needed
changes in his/her file, or be dropped from the roster. At anytime
during the year, the applicant may request that his/her files be
removed from the system. Data for disposal is deleted from the
computer memory.
System manager(s) and address:
International Program Specialist, International Programs, Extension
Service, U.S. Department of Agriculture, Room 332-A, Administration
Building, 14th & Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
An individual may request information as to whether the system
contains records pertaining to him or her from the International
Program Specialist, International Programs, Extension Service, U.S.
Department of Agriculture, Room 332-A, Administration Building, 14th &
Independence Avenue, SW, Washington, DC 20250. A request for
information regarding an individual should include the individual's
full name and address. Before any information about an individual is
released, the System Manager may require the individual to provide
proof of identity or require the requester to furnish an authorization
from the individual to permit release of information.
Record access procedures:
An individual who wishes to request access to records in the system
relating to that individual should submit a written request to the
System Manager.
Contesting record procedures:
Same as notification procedure. (The regulations for contesting
contents of records and appealing initial determinations are set forth
at 7 CFR 1.110-1.123.)
Record source categories:
Records in this system come from documents submitted by the individual
directly or through a cooperative extension service to the Extension
Service, USDA, for the purpose of inclusion in the International
Extension Applicant Roster.
USDA ES-2
System name: Cooperative Extension Personnel Records System,
USDA.
System location:
Personnel Staff, Extension Service, Room 3547 South Building, 14th &
Independence Ave., SW, Washington, DC 20250.
Categories of individuals covered by the system:
All employees of State Extension Services who hold an Excepted Federal
Appointment without compensation.
Categories of records in the system:
Microfiche copies of personnel actions taken by individual states
under delegated personnel authority to support entitlement of
employees to the benefit areas of retirement, life and health
insurance, workman's and unemployment compensation.
Authority for maintenance of the system:
5 U.S.C. 301; 7 U.S.C. 341, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Office of Personnel Management and Department of Labor are supplied
supporting documentation for benefit claims of employees and
Cooperative Extension Service Personnel Offices are supplied specific
assistance upon request. Disclosure may be made to a congressional
office from the records of an individual in response to an inquiry
from the congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on microfiche at the address listed.
Retrievability:
Records are indexed by name of employee.
Safeguards:
In authorized locked cabinet.
Retention and disposal:
Records are disposed of in accordance with General Services
Administration retirement and/or destruction schedules.
System manager(s) and address:
Director, Personnel Staff, ES, Room 3547 South Building, U.S.
Department of Agriculture, Washington, DC 20250.
Notification procedure:
Any individual may request information concerning himself from this
system. A request for information should be addressed to the System
Manager and should contain: Name, address and particular information
requested.
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to a record in the System which pertains to him by submitting a
written request to the System Manager.
Contesting record procedures:
Use same procedures as for requesting access.
Record source categories:
Information in this System comes primarily from the employee with
additional data provided by the employee's personnel office.
USDA ES-3
System name: State Cooperative Extension Service Employees,
USDA.
System location:
Reports and Analysis Branch, Management Operations Staff, Extension
Service, USDA, Room 3547 South Building, 14th & Independence Ave.,
SW., Washington, DC 20250.
Categories of individuals covered by the system:
All professional employees of the State Cooperative Extension Services
from 1968 to present.
Categories of records in the system:
Magnetic tapes are made from punch cards on information from the
personnel records taken and submitted by State Cooperative Extension
Services.
Authority for maintenance of the system:
5 U.S.C. 301; 7 U.S.C. 341, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic tape at the address listed.
Retrievability:
Records are entered by social security number or other unique State
identifying number.
Safeguards:
Authorization must be obtained from the Administrator, ES, USDA or
Director of Personnel, ES, USDA, before information is released. All
printed matter is kept in locked rooms.
Retention and disposal:
Records are retained indefinitely.
System manager(s) and address:
Director, Personnel and Management Services Division, Room 3547 South
Building, Washington, DC 20250.
Notification procedure:
Any individual may request information concerning himself from this
system. A request for information should be addressed to the System
Manager, and should contain: Name, address, social security number,
and the particular information requested.
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to a record in the System which pertains to him by submitting a
written request to the System Manager.
Contesting record procedures:
Use same procedures as for requesting access.
Record source categories:
Information in this System comes primarily from the employee with
additional data provided by the employee's personnel office.
Farmers Home Administration
Editorial note: Farmers Home Administration was abolished by Pub. L.
103-354 and its functions are now performed by the Consolidated Farm
Service Agency, the Rural Business and Cooperative Development
Service, and the Rural Housing and Community Development Service.
USDA/FmHA-1
System name: Applicant, Borrower, Grantee or Tenant File, USDA/
FmHA.
System location:
Each Farmers Home Administration applicant's borrower's, grantee's, or
tenant's file is located in the County, District, or State Office
through which the financial assistance is sought or was obtained, and
in the Finance Office in St. Louis, Missouri. A State Office version
of the County or District Office file may be located in or accessible
by the State Office which is responsible for that County or District
Office. Correspondence regarding borrowers is located in the State and
National Office files.
A list of all State Offices and any additional states for which an
office is responsible follows: Montgomery, AL; Palmer, AK; Little
Rock, AR; Phoenix, AZ; Woodland, CA--NV; Lakewood, CO; Camden, DE--MD,
DC; Gainesville, FL; Athens, GA; Hilo, HI--Western Pacific Terr.;
Boise, ID; Champaign, IL; Indianapolis, IN; Des Moines, IA; Topeka,
KS; Lexington; KY; Alexandria, LA; Bangor, ME; Amherst, MA--CT, RI;
East Lansing, MI; St. Paul, MN; Jackson, MS; Columbia, MO; Bozeman,
MT; Lincoln, NE; Mt. Holly, NJ; Albuquerque, NM; Syracuse, NY;
Raleigh, NC; Bismarck, ND; Columbus, OH; Stillwater, OK; Portland, OR;
Harrisburg, PA; Hato Rey, PR; Columbia, SC; Huron, SD; Nashville, TN;
Temple, TX; Salt Lake City, UT; Montpelier, VT--NH, VI; Richmond, VA;
Wenatchee, WA; Morgantown, WV; Stevens Point, WI; Casper, WY.
The addresses of County, District, and State Offices are listed in the
telephone directory of the appropriate city or town under the heading
``United States Government, Department of Agriculture, Farmers Home
Administration.'' The Finance Office is located at 1520 Market Street,
St. Louis, Missouri 63103.
Categories of individuals covered by the system:
Present and former FmHA applicants, borrowers, grantees, tenants, and
their respective household members, including members of associations.
Categories of records in the system:
The system includes files containing applicants', borrowers',
grantees', tenants', and their respective household members'
characteristics, such as gross and net income, sources of income,
capital, assets and liabilities, net worth, age, race, number of
dependents, marital status, reference material, farm or ranch
operating plans, and property appraisals. The system also includes
credit reports and personal references from credit agencies, lenders,
businesses, and individuals. In addition, a running record of
observation concerning the operations of the person being financed is
included. A record of deposits in and withdrawals from an individual's
supervised bank account is also contained in those files where
appropriate. In some County Offices, this record is maintained in a
separate folder containing only information relating to activity
within supervised bank accounts. Some items of information are
extracted from the individual's file and placed in a card file for
quick reference.
Authority for maintenance of the system:
7 U.S.C. 1921 et seq., 42 U.S.C. 1471 et. seq., 42 U.S.C. 2706.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
1. When a record on its face, or in conjunction with other records,
indicates a violation or potential violation of law, whether civil,
criminal or regulatory in nature, and whether arising by general
statute or particular program statute, or by regulation, rule, or
order issued pursuant thereto, disclosure may be made to the
appropriate agency, whether Federal, foreign, State, local, or tribal,
or other public authority responsible for enforcing, investigating or
prosecuting such violation or charged with enforcing or implementing
the statute, or rule, regulation, or order issued pursuant thereto, if
the information disclosed is relevant to any enforcement, regulatory,
investigative or prosecutive responsibility of the receiving entity.
2. A record from this system of records may be disclosed to a Member
of Congress or to a Congressional staff member in response to an
inquiry of the Congressional office made at the written request of the
constituent about whom the record is maintained.
3. Disclosure may be made of names, home addresses, social security
numbers, and financial information to business firms in a trade area
that buy chattel or crops or sell them for commission. This is in
order that FmHA may benefit from the purchaser notification provisions
of section 1324 of the Food Security Act of 1985 (7 U.S.C. 163(e)).
The Act requires that potential purchasers of farm commodities must be
advised ahead of time that a lien exists in order for the creditor to
perfect its lien against such purchases.
4. Disclosure of the name, home address, and information concerning
default on loan repayment when the default involves a security
interest in tribal allotted or trust land. Pursuant to the Cranston-
Gonzales National Affordable Housing Act of 1990 (42 U.S.C. 12701 et
seq.), liquidation may be pursued only after offering to transfer the
account to an eligible tribal member, the tribe, or the Indian Housing
Authority serving the tribe(s).
5. Referral of names, home addresses, social security numbers, and
financial information to a collection or servicing contractor,
financial institution, or a local, State, or Federal agency, when FmHA
determines such referral is appropriate for servicing or collecting
the borrower's account or has provided for in contracts with servicing
or collection agencies.
6. It shall be a routine use of the records in this system of records
to disclose them in a proceeding before a court or adjudicative body,
when: (a) The agency or any component thereof; or (b) any employee of
the agency in his or her official capacity; or (c) any employee of the
agency in his or her individual capacity where the agency has agreed
to represent the employee; or (d) the United States is a party to
litigation or has an interest in such litigation, and by careful
review, the agency determines that the records are both relevant and
necessary to the litigation, provided, however, that in each case, the
agency determines that disclosure of the records is a use of the
information contained in the records that is compatible with the
purpose for which the agency collected the records.
7. Referral of name, home address, and financial information for
selected borrowers to financial consultants, advisors, lending
institutions, packagers, agents, and private or commercial credit
sources, when FmHA determines such referral is appropriate to
encourage the borrower to refinance their FmHA indebtedness as
required by Title V of the Housing Act of 1949, as amended (42 U.S.C.
1471).
8. Referral of legally enforceable debts to the Department of the
Treasury, Internal Revenue Service (IRS), to be offset against any tax
refund that may become due the debtor for the tax year in which the
referral is made, in accordance with the IRS regulations at 26 CFR
301.6402-6T, Offset of Past Due Legally Enforceable Debt Against
Overpayment, and under the authority contained in 31 U.S.C. 3720A.
9. Referral of information regarding indebtedness to the Defense
Manpower Data Center, Department of Defense, and the United States
Postal Service for the purpose of conducting computer matching
programs to identify and locate individuals receiving Federal salary
or benefit payments and who are delinquent in their repayment of debts
owed to the U.S. Government under certain programs administered by the
FmHA in order to collect debt under the provisions of the Debt
Collection Act of 1982 (5 U.S.C. 5514) by voluntary repayment,
administrative or salary offset procedures, or by collection agencies.
10. Referral of names, home addresses, and financial information to
lending institutions when FmHA determines the individual may be
financially capable of qualifying for credit with or without a
guarantee.
11. Disclosure of names, home addresses, social security numbers, and
financial information to lending institutions that have a lien against
the same property as FmHA for the purpose of the collection of the
debt. These loans can be under the direct and guaranteed loan
programs.
12. Referral to private attorneys under contract with either FmHA or
with the Department of Justice for the purpose of foreclosure and
possession actions and collection of past due accounts in connection
with FmHA.
13. It shall be a routine use of the records in this system of records
to disclose them to the Department of Justice when: (a) The agency or
any component thereof; or (b) any employee of the agency in his or her
official capacity where the Department of Justice has agreed to
represent the employee; or (c) the United States Government, is a
party to litigation or has an interest in such litigation, and by
careful review, the agency determines that the records are both
relevant and necessary to the litigation and the use of such records
by the Department of Justice is therefore deemed by the agency to be
for a purpose that is compatible with the purpose for which the agency
collected the records.
14. Referral of names, home addresses, social security numbers, and
financial information to the Department of Housing and Urban
Development (HUD) as a record of location utilized by Federal agencies
for an automatic credit prescreening system.
15. Referral of names, home addresses, social security numbers, and
financial information to the Department of Labor, State Wage
Information Collection Agencies, and other Federal, State, and local
agencies, as well as those responsible for verifying information
furnished to qualify for Federal benefits, to conduct wage and benefit
matching through manual and/or automated means, for the purpose of
determining compliance with Federal regulations and appropriate
servicing actions against those not entitled to program benefits,
including possible recovery of improper benefits.
16. Referral of names, home addresses, and financial information to
financial consultants, advisors, or underwriters, when FmHA determines
such referral is appropriate for developing packaging and marketing
strategies involving the sale of FmHA loan assets.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12):
Disclosures may be made from this system to consumer reporting
agencies as defined in the Fair Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims Collection Act (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders at the County, District, State,
and National Offices. A limited subset of personal, financial, and
characteristics data required for effective management of the programs
and borrower repayment status is maintained on disc or magnetic tape
at the Finance Office. This subset of data may be accessed by the
authorized personnel from each office.
Retrievability:
Records are indexed by name, identification number and type of loan or
grant. Data may be retrieved from the paper records or the magnetic
tapes. A limited subset of data is available through telecommunication
capability, ranging from telephones to intelligent terminals. All FmHA
offices have the telecommunications capability available to access
this subset of data.
Safeguards:
Records are kept in locked offices at the County, District, State, and
National Offices. A limited subset of data is also maintained in a
tape and disc library and an on-line retrieval system at the Finance
Office. Access is restricted to authorized FmHA personnel. A system of
operator and terminal passwords and code numbers is used to restrict
access to the on-line system. Passwords and code numbers are changed
as necessary.
Retention and disposal:
Records are maintained subject to the Federal Records Disposal Act of
1943 (44 U.S.C. 366-380), and in accordance with FmHA's disposal
schedules. The County, District, State, and National offices dispose
of records by shredding, burning, or other suitable disposal methods
after established retention periods have been fulfilled. Finance
Office records are disposed of by overprinting. (Destruction methods
never may compromise the confidentiality of information contained in
the records.)
Applications, including credit reports and personal references, which
are rejected, withdrawn, or otherwise terminated are kept in the
County, District, or State Office for two full fiscal years and one
month after the end of the fiscal year in which the application was
rejected, withdrawn, cancelled, or expired. If final action was taken
on the application, including an appeal, investigation, or litigation,
the application is kept for one full fiscal year after the end of the
fiscal year in which final action was taken.
The records, including credit reports, of borrowers who have paid or
otherwise satisfied their obligation are retained in the County,
District, or State Office for one full fiscal year after the fiscal
year in which the loan was paid in full. Correspondence records at the
National Office which concern borrowers and applicants are retained
for three full fiscal years after the last year in which there was
correspondence.
System manager(s) and address:
The County Supervisor at the County Office, the District Director at
the District Office, and the State Director at the State Office, the
Director of the Finance Office at the Finance Office, and the FmHA
Administrator at the National Office.
Notification procedure:
Any individual may request information regarding this system of
records, or determine whether the system contains records pertaining
to him or her, from the appropriate system manager. If the specific
location of the record is not known, the individual should address his
or her request to:
Administrator, FmHA, Attention: Freedom of
Information Officer, United States Department of
Agriculture, 14th and Independence Avenue SW.,
Washington, DC 20250.
A request for information pertaining to an individual must include: A
name; an address; the FmHA office where the loan or grant was applied
for, approved, and/or denied; the type of FmHA program; and the date
of the request or approval.
Record access procedures:
Any individual may obtain information regarding the procedures for
gaining access to a record in the system which pertains to him or her
by submitting a written request to one of the system managers referred
to above.
Contesting record procedures:
Same as record access procedures.
Record source categories:
Information in this system comes primarily from the applicant,
borrower, grantee, or tenant. Credit reports and personal references
come primarily from credit agencies and creditors.
System exempted from certain provisions of the Act:
None.
USDA/FmHA--2
System name: Biographical Sketch File, USDA/FmHA.
System location: USDA/FmHA 14th & Independence Avenue, SW, Washington,
DC 20250.
Categories of individuals covered by the system: All employees and
former employees of FmHA at or above the Division Director level and
all current and former State Directors.
Categories of records in the system: The system consists of files
containing information concerning employee's educational and
employment history, awards, marital status, number of children,
present employment, place of birth and current residence. The
employee knows the file is maintained and has approved the
biography.
Authority for maintenance of the system: 7 U.S.C. 1921 et seq., 42
U.S.C. 1471 et. seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: This information is
furnished to the news media, Congressional committees, organizations
to which the employee will be speaking and other interested parties.
``Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the National Office.
Retrievability: Records are indexed by name.
Safeguards: Records are kept in a building with full-time security.
Retention and disposal: Indefinite.
System manager(s) and address: Administrator, USDA/FmHA, 14th &
Independence Avenue, SW, Washington, DC 20250
Notification procedure: Any individual may request information
concerning this system of records, or information as to whether the
system contains records pertaining to him from the System Manager. A
request for information pertaining to an individual should contain:
Name, address, position(s) held in FmHA and dates of employment.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him by submitting a written request to the
System Manager.
Contesting record procedures: Same as access.
Record source categories: Information in this system is provided by the
employee, or is taken from his record with his concurrence.
USDA/FmHA--4
System name: Designated Attorney and Escrow Agent File, USDA/
FmHA.
System location: Each designated attorney or escrow agent file is
located in the County Office and State Office in the State in which
he is designated. In addition, all designated attorneys and escrow
agents are listed at the National Office.
A list of State Offices and any additional States for which an office
is responsible is included under the system titled ``USDA/FmHA
Applicant, Borrower, or Grantee File.'' The addresses of State and
County Offices are listed in the telephone directory of the
appropriate city or town under the heading ``United States Government,
Department of Agriculture, Farmers Home Administration.''
Categories of individuals covered by the system: All FmHA designated
attorneys and escrow agents including those whose designations have
expired within the last year.
Categories of records in the system: The system consists of a list of
names of designated attorneys and escrow agents, and may include
comments as to whether their performance has been satisfactory.
Authority for maintenance of the system: 7 U.S.C. 1921 et. seq., 42
U.S.C. 1471 et. seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
rule, regulation or order issued pursuant thereto. Information is
also provided to FmHA borrowers prior to loan closing and to other
interested parties upon request. ``Disclosure may be made to a
Congressional office from the record of an individual in response to
an inquiry from the Congressional office made at the request of that
individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the appropriate
location.
Retrievability: Records are indexed by name.
Safeguards: Records are kept in locked offices at all levels. Access at
all levels is restricted to authorized FmHA personnel.
Retention and disposal: Records are maintained subject to the Federal
Records Disposal Act of 1943 (44 U.S.C. 366-380) and in accordance
with FmHA's disposal schedules. Records are destroyed one year after
termination of the designation.
System manager(s) and address: The County Supervisor at the County
Office level, the State Director at the State Office level, and the
Administrator, FmHA, for the National Office file at the following
address: USDA/FmHA, 14th & Independence Avenue, SW, Washington, DC
20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the appropriate
System Manager. If the specific location of the record is not known,
the individual should address his request to the Administrator,
USDA/FmHA, 14th & Independence Avenue, SW, Washington, DC 20250,
telephone (202) 447-2211, (Attention Freedom of Information
Officer). A request for information pertaining to an individual
should contain: Name, address, State and county in which the
individual was a designated attorney or escrow agent.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to one of the System
Managers referred to in the preceding paragraph.
Contesting record procedures: Same as access.
Record source categories: Information comes primarily from the subject
of the file.
USDA/FmHA--5
System name: Graduation File, USDA/FmHA.
System location: Each borrower's graduation file is located in the
County Office through which the borrower obtained his loan, and in
some cases, at the State Office responsible for that County Office.
A list of State Offices and any additional States for which an office
is responsible is included under the system titled ``USDA/FmHA
Applicant, Borrower or Grantee File.'' The addresses of State and
County Offices are listed in the telephone directory of the
appropriate city or town under the heading ``United States Government,
Department of Agriculture, Farmers Home Administration.''
Categories of individuals covered by the system: All FmHA borrowers
whose loans are eligible for review to determine whether the
borrower should obtain credit from other sources. All borrowers who
have been in debt for at least two years on an emergency loan, three
years on an operating loan, or five years on a real estate loan are
considered eligible for review.
Categories of records in the system: The system consists of files
containing names of borrowers eligible for review, type of loan,
whether graduation is advisable, and any communications with the
borrower concerning whether the loan has been paid off or if the
borrower is unable to refinance, as well as comments of the County
Committee and the County Supervisor.
Authority for maintenance of the system: 7 U.S.C. 1921 et. seq., 42
U.S.C. 1471 et. seq. and 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, or any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
rule, regulation or order issued pursuant thereto. ``Disclosure may
be made to a Congressional office from the record of an individual
in response to an inquiry from the Congressional office made at the
request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by name.
Safeguards: Records are kept in locked offices at all levels, and
access is restricted to authorized FmHA personnel.
Retention and disposal: Records are retained for three years after the
list of borrowers eligible for review was received by the County
Supervisor.
System manager(s) and address: The County Supervisor and the State
Director at the appropriate levels.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the appropriate
System Manager. If the specific location of the record is not known,
the individual should address his request to the Administrator,
(Attention Freedom of Information Officer), USDA/FmHA, 14th &
Independence Avenue, SW, Washington, DC 20250, telephone (202) 447-
2211. A request for information pertaining to an individual should
contain: Name, address, State and county where loan was applied for
or approved and particulars involved (i.e., date of request/
approval, type of loan, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to one of the System
Managers referred to in the preceding paragraph.
Contesting record procedures: Same as access.
Record source categories: Information in this system comes primarily
from the borrower.
USDA/FmHA--6
System name: Housing Contractor Complaint File, USDA/FmHA.
System location: Complaints concerning housing contractors may be filed
in the County and State Offices in any State or county in which the
contractor had conducted business.
A list of State Offices and any additional State for which an office
is responsible is included under the system titled ``USDA/FmHA
Applicant, Borrower or Grantee File.'' The addresses of State and
County Offices are listed in the telephone directory of the
appropriate city or town under the heading ``United States Government,
Department of Agriculture, Farmers Home Administration.''
Categories of individuals covered by the system: All housing
contractors who have performed work for FmHA borrowers and about
whom the borrower has seen fit to file a complaint.
Categories of records in the system: The system consists of files
containing borrowers' complaints concerning contractors.
Authority for maintenance of the system: 7 U.S.C. 1921 et. seq., 42
U.S.C. 1471 et. seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
rule, regulation or order issued pursuant thereto. In addition,
prospective FmHA borrowers and other interested parties may obtain
information. Further, information contained in this file may be
obtained for use in civil or administrative proceedings.
``Disclosure may be made to a Congressional office from the record
of an individual in response to an inquiry from the Congressional
office made at the request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by the contractor or name of the
construction company.
Safeguards: Records are kept in locked offices at all levels. Access at
all levels is restricted to authorized FmHA personnel.
Retention and disposal: Records are maintained subject to the Federal
Records Disposal Act of 1943 (44 U.S.C. 366-380) and in accordance
with FmHA's disposal schedules. Records are retained for three
fiscal years after the fiscal year of the complaint.
System manager(s) and address: The County Supervisor at the County
Office level, and the State Director at the State Office level.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the appropriate
System Manager. If the specific location of the record is not known,
the individual should address his request to the Administrator,
(Attention Freedom of Information Officer), USDA/FmHA, 14th &
Independence Avenue, SW, Washington, DC 20250, telephone (202) 447-
2211. A request for information pertaining to an individual should
contain: Name, address, and location where work was performed for
FmHA borrowers.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to one of the System
Managers referred to in the preceding paragraph.
Contesting record procedures: Same as access.
Record source categories: Information in this system comes primarily
from the complainants.
USDA/FmHA--7
System name: Reserved Mineral Interests, USDA/FmHA.
System location: This system is maintained at the National Office at
the following address: USDA/FmHA, 14th & Independence Avenue, SW,
Washington, DC 20250.
Categories of individuals covered by the system: All FmHA borrowers'
who purchased land with a FmHA loan prior to 1951 where FmHA
retained mineral interests.
Categories of records in the system: The system consists of files
containing borrower's name, county where property is located, fair
market value of mineral interest at the time such interests were
offered for sale, date of acceptance or rejection of governmental
offer for sale of mineral interest, percentage of mineral interest
owned by Federal Government, the date on which the borrower made a
deposit for the purchase of the mineral interest, and the date on
which such a deposit was refunded. Additionally, the file contains
remarks generally pertaining to additional names which have been
added to the title.
Authority for maintenance of the system: 7 U.S.C. 1921 et. seq., 42
U.S.C. 1471 et. seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
rule, regulation or order issued pursuant thereto. The information
is also available to interested parties. Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by name.
Safeguards: Records are kept in locked offices. Access at all levels is
restricted to authorized FmHA personnel.
Retention and disposal: Records are maintained subject to the Federal
Records Disposal Act of 1943 (U.S.C. 366-380) and in accordance with
FmHA's disposal schedules. Records will be retained permanently.
System manager(s) and address: The Administrator, Farmers Home
Administration, USDA, 14th and Independence Avenue, SW, Washington,
DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager. A
request for information pertaining to an individual should contain:
Name, address, State and county loan was applied for/approved and
particulars involved (i.e., date of request/approval, type of loan,
etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to one of the System
Managers referred to in the preceding paragraph.
Contesting record procedures: Same as access.
Record source categories: Information in this system comes primarily
from the borrower.
USDA/FmHA--8
System name: Tort Claims File, USDA/FmHA.
System location: Each claimant's file is located in the office of the
employee against whom the action was filed, the applicable State
Office, and the National Office. A list of State Offices and any
additional States for which an office is responsible is included
under the system titled ``USDA/FmHA Applicant, Borrower or Grantee
File.'' The addresses of State and County Offices are listed in the
telephone directory of the appropriate city or town under the
heading ``United States Government, Department of Agriculture,
Farmers Home Administration.'' The National Office is located at the
following address: USDA/FmHA, 14th & Independence Avenue, SW,
Washington, DC 20250.
Categories of individuals covered by the system: All claimants who have
filed civil suits against employees of FmHA, or against the Federal
Government including those filed under the Tort Claims Act as a
result of circumstances involving the Farmers Home Administration.
Categories of records in the system: The system consists of files
containing information as to the circumstances of the loss for which
the claimant is seeking relief, opinion of the Office of General
Counsel, USDA, and disposition of the case.
Authority for maintenance of the system: 7 U.S.C. 1921 et. seq., 42
U.S.C. 1471 et. seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
rule, regulation or order issued pursuant thereto. ``Disclosure may
be made to a congressional office from the record of an individual
in response to an inquiry from the congressional office made at the
request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by claimant's name.
Safeguards: Records are kept in locked offices at all levels. Access at
all levels is restricted to authorized FmHA personnel.
Retention and disposal: Records are maintained subject to the Federal
Records Disposal Act of 1943 (44 U.S.C. 366-380) and in accordance
with FmHA's disposal schedules. Records are retained for five years
after the last written report or document was placed in the file.
System manager(s) and address: The County Supervisor at the County
Office level, the State Director at the State Office level, and the
Administrator, FmHA, for the National Office file.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the appropriate
System Manager. If the specific location of the record is not known,
the individual should address his request to the Administrator
(Attention Freedom of Information Officer), USDA/FmHA, 14th &
Independence Avenue, SW, Washington, DC 20250, telephone (202) 447-
2211. A request for information pertaining to an individual should
contain: Name, address, defendant in the action, and date of the
initiation of the action.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to one of the System
Managers referred to in the preceding paragraph.
Contesting record procedures: Same as access.
Record source categories: Information in this file comes primarily from
the claimant.
USDA/FmHA--9
System name: Training Files, USDA/FmHA.
System location: Training files may be located at the FmHA Training
Center, 1408 Asp Avenue, Norman, Oklahoma 73069, or the FmHA
National Office, 14th & Independence Avenue, SW, Washington, DC
20250.
Categories of individuals covered by the system: All persons who have
received or applied for training at the FmHA Training Center and
other locations if such training was to be at FmHA expense.
Categories of records in the system: Name of individual, date(s) of
training, and course(s) taken or applied for are included in this
record.
Authority for maintenance of the system: 7 U.S.C. 1921 et. seq., 42
U.S.C. 1471 et. seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
rule, regulation or order issued pursuant thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in a card file at Norman, Oklahoma and
in file folders at the National Office.
Retrievability: Records are indexed by the name of the individual
receiving/applying for training.
Safeguards: Records are kept in a locked office.
Retention and disposal: Retention is indefinite.
System manager(s) and address: Resident Manager, FmHA Training Center;
Administrator, FmHA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the appropriate
System Manager. Requests should include name and address.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the System
Manager.
Contesting record procedures: Same as access.
Record source categories: Information in this system comes from the
applicant.
USDA/FmHA--10
System name: Travel Records, USDA/FmHA.
System location: Each traveler's file is located in the County Office
in which he is employed, the State Office responsible for that
County Office, or in the National or Finance Office if the traveler
is employed at either of those levels.
A list of State Offices and any additional States for which an office
is responsible is included under the system titled ``USDA/FmHA
Applicant, Borrower or Grantee File.'' The addresses of State and
County Offices are listed in the telephone directory of the
appropriate city or town under the heading ``United States Government,
Department of Agriculture, Farmers Home Administration.''
Categories of individuals covered by the system: All FmHA employees and
former employees whose travel expenses have been paid for by the
Farmers Home Administration.
Categories of records in the system: The system consists of files
containing employees' itineraries and travel vouchers.
Authority for maintenance of the system: 7 U.S.C. 1921 et seq., 42
U.S.C. 1471 et. seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or presecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
rule, regulation or order issued pursuant thereto. ``Disclosure may
be made to a congressional office from the record of an individual
in response to an inquiry from the congressional office made at the
request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by name.
Safeguards: Records are kept in locked offices at all levels. Access at
all levels is restricted to authorized FmHA personnel.
Retention and disposal: Records are maintained subject to the Federal
Records Disposal Act of 1943 (44 U.S.C. 366-380) and in accordance
with FmHA's disposal schedules. Records are disposed of two years
after the fiscal year in which the travel occurred.
System manager(s) and address: The County Supervisor at the County
Office level, the State Director at the State Office level, the
Director of the Finance Office for Finance Office records, and the
Administrator, FmHA, for the National Office file.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the appropriate
System Manager. If the specific location of the record is not known,
the individual should address his request to the Administrator
(Attention Freedom of Information Officer), USDA/FmHA, 14th &
Independence Avenue, SW, Washington, DC 20250, telephone (202) 447-
2211. A request for information pertaining to an individual should
contain: Name, address, and dates and places of employment.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to one of the System
Managers referred to in the preceding paragraph.
Contesting record procedures: Same as access.
Record source categories: Information in this system comes primarily
from the employee.
Federal Crop Insurance Corporation
USDA/FCIC-1
System name: Accounts Receivable, USDA/FCIC.
System location:
Kansas City Operations Office, Federal Crop Insurance Corporation,
9435 Holmes, Kansas City, Missouri 64131. A copy is also maintained in
the applicable Field Operations Office for the State(s), and the
Service Office for the county(ies) of the Federal Crop Insurance
Corporation, as well as the ASCS County Offices of the United States
Department of Agriculture. Addresses of these field offices may be
obtained from the Director, Field Operations Division, FCIC,
Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who are indebted to the Federal Crop Insurance
Corporation.
Categories of records in the system:
System consists of a master list of indebtedness by county and
individual.
Authority for maintenance of the system:
7 U.S.C. 1501-1520; 7 CFR 2.73.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute or by rule, regulation or order issued
pursuant thereto.
(2) Disclosure to a court, magistrate or administrative tribunal, or
to opposing counsel in a proceeding before a court, magistrate, or
administrative tribunal, of any record within the system which
constitutes evidence in that proceeding, or which is sought in the
course of discovery.
(3) Disclosures may be made from this system with respect to
delinquent debts to a credit reporting agency consistent with the
provisions of 31 U.S.C. 3701, 3702, 3711-3720A, and the Federal Claims
Collection Standards, 4 CFR 102.2.
(4) Referral of legally enforceable debts to the Department of the
Treasury, Internal Revenue Service (IRS) to be offset against any tax
refund that may become due the debtor for the tax year in which the
referral is made, in acordance with the IRS regulations at 26 CFR
301.6402-6T, Offset of Past-Due Legally Enforceable Debt Against
Overpayment, and under the authority contained in 31 U.S.C. 3720A.
(5) Referral to a collection agency, when FCIC determines such
referral is appropriate for collecting the debtor's account as
provided for in U.S. Government contracts with collection agencies.
(6) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
(7) Disclosures may be made from this system to ``consumer reporting
agencies'' as defined in the Fair Credit Reporting Act (15 U.S.C.
1681a(f) or 31 U.S.C. 3701(a)(3)).
(8) Referral of commercial credit information, which is filed in the
system, to a commercial credit reporting agency for it to make the
information publicly available. 7 CFR 3.35.
(9) Referral of information regarding indebtedness to the Defense
Manpower Data Center, Department of Defense, and the United States
Postal Service, for the purpose of conducting computer matching
programs to identify and locate individuals receiving Federal salary
or benefit payments and who are delinquent in their repayment of debts
owed to the U.S. Government under certain programs administered by the
Federal Crop Insurance Corporation in order to collect debts under the
provisions of the Debt Collection Act of 1982 (Pub. L. 97-365) by
voluntary repayment, administrative or salary offset procedures, or
through the use of collection agencies.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on computer printouts, magnetic tape,
microfiche, and also in a card index in county ASCS offices.
Retrievability:
Records are indexed by State, county, and name of individual.
Safeguards:
Records are accessible only to authorized personnel and are maintained
in offices which are locked during non-duty hours.
Retention and disposal:
Records are maintained until the indebtedness is paid. Paper records
for disposal are delivered to custodial services for disposal as waste
paper. Magnetic tape records are erased.
System manager(s) and address:
Manager, Federal Crop Insurance Corporation, USDA, Washington, DC
20250.
Notification procedure:
An individual may request information regarding this system of records
or information as to whether the system contains records pertaining to
such individual from the service office. Addresses of locations where
records are maintained may be obtained from the Director, Field
Operations Division, FCIC, Washington, DC 20250. The request for
information should contain (1) Individual's name and address, (2)
State(s) and county(ies) where such individual farms, and (3) the
individual policy number, if known.
Record access procedures:
An individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to such individual by
submitting a written request to the Director, Field Operations
Division, FCIC, Washington, DC 20250.
Contesting record procedures:
Same as access procedure.
Record source categories:
Information in this system comes from the individual debtor.
USDA/FCIC-2
System name: FCIC Compliance Review Cases, USDA/FCIC.
System location:
Office of Compliance, Federal Crop Insurance Corporation, U.S.
Department of Agriculture, Room 4068, South Building, 14th and
Independence Avenue, SW., Washington, DC 20250, and Branch Offices of
the Office of Compliance located in strategic cities throughout the
United States. Addresses of each Branch Office may be obtained from
the Assistant Manager for Compliance, Office of Compliance, FCIC, at
the address listed above.
Categories of individuals covered by the system:
FCIC employees, Insurance Companies under an Agency Sales and Service
Contract, Insurance Companies whose policies of crop insurance are
reinsured by FCIC under a Reinsurance Agreement, Insurance Industry
Committee or Board Members, agents, loss adjusters, or other
employees, and any other individuals alleged to be violators of
program or contractual provisions or who are otherwise the subject of
a compliance review.
Categories of records in the system:
The system consists of compliance review files containing evidence
gathered in the course of Office of Compliance reviews. These files
also contain reports by other entities including the Office of
Inspector General, USDA, as well as intra and interdepartmental
recommendations. The records system also includes a tracking system
maintained by computer which provides current status reports on all
cases involving FCIC including reports and conclusions by other
entities.
Authority for maintenance of the system:
The Office of Compliance is responsible for compliance activities with
respect to programs administered by FCIC under the authority of 7
U.S.C. 1501-1520 and 7 CFR 2.23(h).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Records contained in this system may be referred to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility for investigating or prosecuting a violation
of law, or for enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, when information available indicates
a violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Records contained in this system may be referred to the Department
of Justice when (a) the agency, or any component thereof; or (b) any
employee of the agency in his or her official capacity; or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee; or (c) the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation, provided, however, in each
case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected.
(3) Records from this system may be disclosed in a proceeding before a
court or adjudicative body before which the agency is authorized to
appear, when (a) the agency, or any component thereof; or (b) any
employee of the agency in his or her official capacity; or (c) any
employee of the agency in his or her individual capacity where the
agency has agreed to represent the employee; or (d) the United States,
where the agency determines litigation is likely to affect the agency
or any of its components, is a party to litigation or has an interest
in such litigation, and the agency determines that use of such records
is relevant and necessary to the litigation, provided, however, that
in each case, the agency determines that disclosure of the records to
the court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected.
(4) Records from this system may be disclosed in response to a request
for discovery or for the appearance of a witness, to the extent that
the agency determines that the information sought is relevant to the
subject matter involved in a pending judicial or administrative
proceeding.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in file folders and in computer data files at the
addresses listed under ``System location.''
Retrievability:
The records filed in this system are issued a primary individual name
or company name and a case number. A secondary name indicating the
subject under compliance review is also issued. The records are filed
in order of occurrence. Files are retrieved by identifying the
individual or company name, subject, and case number.
Safeguards:
Records are stored in file folders and computer data files accessible
only to authorized personnel. The computer data base is accessed
through a secure system procedure by Office of Compliance Staff and by
the FCIC ADP Security Officers. Offices containing these records are
locked when not in use during nonbusiness hours and when offices are
otherwise vacant. All records are accessible to Office of Compliance
Staff and FCIC ADP Security Officers.
Retention and disposal:
Magnetic tape records are maintained indefinitely. Hard copy records
are maintained subject to the Disposal of Field Records retention
schedule (FCIC Issuance System-M5-P2-C8, Exhibits 1, 2, and 5).
System manager(s) and address:
Manager, Federal Crop Insurance Corporation, USDA, Washington, DC
20250.
Assistant Manager for Compliance, Federal Crop Insurance Corporation,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act:
Pursuant to the provisions of 5 U.S.C. 552a(k)(2), material in this
system of records is exempt from the requirements of 5 U.S.C.
552a(c)(3), (d), (e)(1), (e)(4) (G), (H), and (I), and (f) because it
contains investigatory material compiled for law enforcement purposes.
See 7 CFR 1.123.
5 U.S.C. 552a(d) requires that an individual be given access to and
the right to amend files pertaining to himself or herself. Such
individual access to these files could hamper reviews in progress by
alerting subjects involved in compliance reviews that their actions
are under scrutiny, and allow them time to take measures to prevent
detection of any illegal activities or escape prosecution. Release of
these records would also disclose investigatory techniques and review
procedures employed by Office of Compliance, FCIC and other agencies,
which may impair law enforcement activities.
5 U.S.C. 552a(c)(3) requires that an accounting of disclosures be made
available to an individual. This would impair compliance reviews by
alerting the subject of the review to the existence of those
compliance reviews.
The release of information from these files could result in the
destruction or alteration of documentary evidence necessary to
prosecution, improper influencing of witnesses, and other activities
which could impede or compromise the review. 5 U.S.C. 552a(e)(1)
permits the maintenance of only such information as is relevant and
necessary to accomplish a purpose of the agency required by statute or
Executive Order. Exemption from this provision is required because
determination of relevance and necessity can be made only after
information is evaluated. Evaluation at the time of collection is too
time consuming for the effective conduct of a compliance review.
Further, the determination of relevance or necessity of specific
information at the early stages of the compliance review is not
possible.
5 U.S.C. 552a(e)(4) (G) and (H), and (f) provide for notification and
access procedures. If these requirements are followed it would
necessarily alert subjects of the compliance review to the existence
of the review and could impair the outcome of the review. Similarly,
access to the records could interfere with compliance review and
ultimate law enforcement proceedings; disclose confidential informants
and information; constitute an unwarranted invasion of the personal
privacy of others; and, reveal confidential investigative techniques
and procedures. 5 U.S.C. 552a(e)(4)(I) requires that categories of
records in each system be published. Application of this provision
could disclose investigative techniques and procedures employed by
compliance reviewers and result in sources not giving information
because of fear of reprisal, or fear of breach of promises of
anonymity or confidentiality resulting in a compromise of the ability
to conduct a compliance review.
USDA/FCIC-3
System name: Crop Insurance Actuarial Listing, USDA/FCIC.
System location:
Field Actuarial Offices: Davis, California; Valdosta, Georgia;
Springfield, Illinois; Oklahoma City, Oklahoma; Billings, Montana;
Jackson, Mississippi; Raleigh, North Carolina; St. Paul, Minnesota;
and Topeka, Kansas.
Field Operations Offices: Davis, California; Harrisburg, Pennsylvania;
Columbia, Missouri; Springfield, Illinois; Indianapolis, Indiana; Des
Moines, Iowa; Manhattan, Kansas; St. Paul, Minnesota; Jackson,
Mississippi; Billings, Montana; Lincoln, Nebraska; Raleigh, North
Carolina; Bismarck, North Dakota; Columbia, South Carolina; Huron,
South Dakota; Nashville, Tennessee; College Station, Texas; and
Spokane, Washington.
Also, service offices of the Federal Crop Insurance Corporation.
Addresses of each such field office may be obtained from the telephone
directories under United States Government, Department of Agriculture,
Federal Crop Insurance Corporation.
Categories of individuals covered by the system:
Individuals who produce specific crop(s) in the county.
Categories of records in the system:
The system contains the name and address of the owner or operator of a
farm, ASCS farm serial number, allotment or planted acres of the crop,
and the actuarial classification for the crop(s).
Authority for maintenance of the system:
7 U.S.C. 1501-1520; 7 CFR 2.73.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general or particular
program statute, or by rule, regulation or order issued pursuant
thereto.
(2) Referral to a court, magistrate, or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
(3) Information in the system of records is on file and available to
the public for inspection in the service office for the county.
(4) Dislosure may be made to a Congressional office from the record of
an individual in response to an inquiry from the Congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by State, county, crop, and name of owner/operator
of ASCS farm serial number.
Safeguards:
Records are available for public inspection in the service office for
the county. These offices are locked during non-working hours.
Retention and disposal:
Indefinite.
System manager(s) and address:
Manager, Federal Crop Insurance Corporation, USDA, Washington, DC
20250.
Notification procedure:
An individual may request information regarding this system of records
or information as to whether the system contains records pertaining to
such individual from the service office. The addresses of the
individual service office may be obtained from the Director, Field
Operations Division, FCIC, Washington, DC 20250. A request for
information pertaining to an individual should contain (1)
Individual's name and address, (2) State(s) and county(ies) where
farm(s) is located, (3) whether owner or operator, and (4) ASCS farm
serial number.
Record access procedures:
An individual may obtain information as to procedures for gaining
access to a record in this system which pertains to such individual by
submitting a written request to the Director, Field Operations
Division, FCIC, Washington, DC 20250.
Contesting record procedures:
Same as access above.
Record source categories:
Information in this system comes from county ASCS offices, data
obtained from producers and from Corporation records of producers's
insurance experience.
USDA/FCIC-5
System name: Rejected Applications, USDA/FCIC.
System location:
Field Operations Offices: Davis, California; Harrisburg, Pennsylvania;
Columbia, Missouri; Springfield, Illinois; Indianapolis, Indiana; Des
Moines, Iowa; Manhattan, Kansas; St. Paul, Minnesota; Jackson,
Mississippi; Billings, Montana; Lincoln, Nebraska; Raleigh, North
Carolina; Bismarck, North Dakota; Columbia, South Carolina; Huron,
South Dakota; Nashville, Tennessee; College Station Texas; and,
Spokane, Washington. Also individual service offices of the Federal
Crop Insurance Corporation. The address of each Field Operations
Office may be obtained from the local telephone directory under the
``United States Government, Department of Agriculture, Federal Crop
Insurance Corporation.''
Categories of individuals covered by the system:
Producers whose applications for insurance have been rejected.
Categories of records in the system:
System consists of the rejected application, related materials and
correspondence received between the applicant and Federal Crop
Insurance Corporation offices.
Authority for maintenance of the system:
7 U.S.C. 1501-1520; 7 CFR 2.73.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1)Referral top the appropriate agency, whether Federal, State, local,
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to a court, magistrate, or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
(3) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders in the service and field
operations offices involved.
Retrievability:
Records are indexed by individual names and crop years.
Safeguards:
Records are accessible only to authorized personnel and are maintained
in offices which are locked during non-working hours.
Retention and disposal:
Records are normally retained for 3 years following the crop year in
which the file was prepared. Records for disposal are delivered to
custodial services as waste paper.
System manager(s) and address:
Manager, Federal Crop Insurance Corporation, USDA, Washington, DC
20250.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to such individual from the service office for the county.
The addresses of the individual service office may be obtained from
the Director, Field Operations Division, FCIC, Washington, DC 20250. A
request for information pertaining to an individual should contain (1)
Individual's name and address, (2) State(s) any county(ies) where
farm(s) is located, and (3) crop year in which application for
insurance was rejected.
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to a record in this system which pertains to such individual by
submitting a written request to the appropriate official referred to
in the preceding paragraph.
Contesting record procedures:
Same as access procedure.
Record source categories:
Information in this system comes from prospective insureds and
employees of the Federal Crop Insurance Corporation.
USDA/FCIC-6
System name: Insurance Contract Analysis, USDA/FCIC.
System location:
Federal Crop Insurance Corporation, 9435 Holmes, Kansas City,
Missouri, 64131. Field Actuarial Offices in Valdosta, Georgia;
Springfield, Illinois; Oklahoma City, Oklahoma; Billings, Montana;
Jackson, Mississippi; Raleigh, North Carolina; St. Paul, Minnesota;
Topeka, Kansas; Harrisburg, Pennsylvania; and, Davis, California.
Field Operations offices in 18 different locations, and individual
service offices of the Federal Crop Insurance Corporation. Addresses
of each field office may be obtained from the Director, Field
Operations Division, FCIC, Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who have, or have had in the past, insurance with the
Federal Crop Insurance Corporation.
Categories of records in the system:
The system contains the name, crops insured by crop years, the amount
of premium paid by the insured, the amount of indemnity paid to the
insured, the cause of loss, loss ration of each crop insured under the
policy, the number of years of no loss, the wheat bushel balance for
premium discount purposes, the total number of years a premium
discount was earned, and the number of years an indemnity was paid.
Authority for maintenance of the system:
7 U.S.C. 1501-1520; 7 CFR 2.73.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation of potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute or by rule, regulation or order issued
pursuant thereto.
(2) Referral to a court magistrate, or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
(3) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in bound books and on magnetic tape.
Retrievability:
Records are indexed by State, county and policy number.
Safeguards:
Records are accessible only to authorized personnel and are maintained
in offices which are locked during non-working hours.
Retention and disposal:
Records are maintained for 3 years after a policy is cancelled, except
indefinite retention applies where the loss ratio for an individual
crop was 1.20 or greater. Paper records for disposal are delivered to
custodial services for disposal as waste paper. Magnetic tape records
are erased.
System manager(s) and address:
Manager, Federal Crop Insurance Corporation, USDA, Washington, DC
20250.
Notification procedure:
An individual may request information regarding this system of records
or information as to whether the system contains records pertaining to
such individual from the service office for the county. Addresses of
locations where records are maintained may be obtained from the
Director, Field Operations Division, FCIC, Washington, DC 20250. The
request for information should contain (1) individual's name and
address (2) State(s) and county(ies) where such individual farms, and
(3) the individual policy number, if known.
Record access procedures:
An individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to such individual by
submitting a written request to the appropriate official referred to
in the preceding paragraph.
Contesting record procedures:
Same as access procedure.
Record source categories:
Information in this system is a summary of data obtained from insured
producers.
USDA/FCIC-7
System name: Insurance Contract Files, USDA/FCIC.
System location:
Kansas City Operations Office, Federal Crop Insurance Corporation,
9435 Holmes, Kansas City, Missouri 64131 and/or various service
offices throughout the United States. To obtain addresses of the
service offices, contact: Director, Field Operations Division,
Washington, DC 20250.
Categories of individuals covered by the system:
Individual farmers who participate in the Federal Crop Insurance
program are included in this system of records.
Categories of records in the system:
This system consists of a complete file containing all basic insurance
documents; i.e., the application for insurance, the annual acreage
report, inspection reports, claim forms, miscellaneous correspondence,
etc. Selected data obtained from the basic insurance documents is also
maintained on magnetic tape.
Authority for maintenance of the system:
7 U.S.C. 1501-1520; 7 CFR 2.73.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charges with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to a court, magistrate or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
(3) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in individual file folders and on magnetic
tape.
Retrievability:
Records are indexed by State, county, and policy number.
Safeguards:
Records are accessible only to authorized personnel and are maintained
in offices which are locked during non-working hours.
Retention and disposal:
Records are maintained for 3 years following cancellation of the
policy, except where there is an outstanding debt the file is retained
5 years following the year of the debt. Paper records for disposal are
delivered to custodial services for disposal as waste paper. Magnetic
tape records are erased.
System manager(s) and address:
Manager, Federal Crop Insurance Corporation, USDA, Washington, DC
20250.
Notification procedure:
An individual may request information regarding this system of records
or information as to whether the system contains records pertaining to
such individual from the Director, Field Operations Division, FCIC,
Washington, DC 20250. Addresses of locations where records are
maintained may also be obtained from the above office.
A request for information should contain (1) individual's name and
address, (2) State(s) and county(ies) where such individual farms, and
(3) the individual policy number(s), if known.
Record access procedures:
An individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to such individual by
submitting a written request to the appropriate official referred to
in the preceding paragraph.
Contesting record procedures:
Same as access procedure.
Record source categories:
Information in this system comes primarily from individual insured,
Federal Crop Insurance Corporation and investigative personnel.
USDA/FCIC-8
System name: List of Ineligible Producers, USDA/FCIC.
System location:
Kansas City Operations Office, Federal Crop Insurance Corporation,
9435 Holmes, Kansas City, Missouri 64131; Field Underwriting Offices;
Field Operations Offices; and each service office of the Federal Crop
Insurance Corporation. Addresses of each such field office may be
obtained from the Director, Field Operations Division, FCIC,
Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who have been determined as not eligible for Federal Crop
Insurance due to excessive losses or questionable farming practices
not typical to their area, non-payment of premium or other
indebtedness arising under the terms of the crop insurance contract,
or who have contracts voided due to fraud or other contract
violations.
Categories of records in the system:
Record contains only lists of names and last known addresses of
producers, including township and range where applicable, Social
Security and Tax Identification numbers when voluntarily provided, and
prior policy numbers, if any, for a specific state and county.
Authority for maintenance of the system:
7 U.S.C. 1501-1520; 7 CFR 2.73.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the use of such records by the Department of Justice
is deemed by the agency to be relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the Department of Justice
is a use of the information contained in the records that is
compatible with the purpose for which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative body
before which the agency is authorized to appear, when (a) the agency,
or any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or her
individual capacity where the agency has agreed to represent the
employee; or (d) the United States, where the agency determines that
litigation is likely to affect the agency or any of its components, is
a party to litigation or has an interest in such litigation, and the
agency determines that use of such records is relevant and necessary
to the litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of the
information contained in the records that is compatible with the
purpose for which the records were collected.
(4) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
(5) Referral of information regarding policyholder ineligibility to
private insurance companies under an Agency Sales and Service Contract
with respect to those policyholders determined by FCIC to be
ineligible for Federal Crop Insurance due to excessive losses or
questionable farming practices not typical to their area, non-payment
of premium or other indebtedness arising under the terms of the crop
insurance contract, or who have contracts voided due to fraud or other
contract violations.
(6) Referral of information regarding policyholder ineligibility to
private insurance companies under a Reinsurance Agreement with FCIC
with respect to individuals whose crop insurance policies are
reinsured by FCIC, and whose policies are determined by FCIC to be
ineligible for reinsurance by FCIC due to excessive losses or
questionable farming practices not typical to their area, non-payment
of premium or other indebtedness arising under the terms of the crop
insurance contract, or who have contracts voided due to fraud or other
contract violations.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders by county, and on magnetic
tape.
Retrievability:
Records are indexed by State, county, name and last known address of
individuals, including township and range where applicable, Social
Security and Tax Identification numbers when voluntarily provided, and
prior policy numbers, if any, for a specific state and county.
Safeguards:
Records are accessible only to authorized personnel and are maintained
in offices which are locked during non-working hours.
Retention and disposal:
Magnetic tape records are maintained indefinitely. Hard copy records
are maintained subject to the Disposal of Field Records retention
schedule (FCIC Issuance System--M5-P2-C8, Exhibits 1, 2, and 5).
System manager(s) and address:
Manager, Federal Crop Insurance Corporation, USDA, Washington, DC
20250.
Notification procedure:
An individual may request information regarding this system of records
or information as to whether the system contains records pertaining to
such individual from the Manager, Federal Crop Insurance Corporation,
Room 4096, South Building, U.S. Department of Agriculture, Washington,
DC 20250. Addresses of locations where records are maintained may also
be obtained from the above office.
A request for information pertaining to an individual should contain
(1) Individual's name and address, (2) State(s) and county(ies) where
such individual farms, and (3) the individual policy number(s), if
known.
Record access procedures:
An individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to such individual by
submitting a written request to the appropriate official referred to
in the preceding paragraph.
Contesting record procedures:
Same as access procedure.
Record source categories:
Information in this system comes from FCIC policyholder records,
reports of inspections made by FCIC personnel of producer's
operations, records of previous insuring experience, and equivalent
records maintained by reinsured companies and reported to FCIC.
Federal Grain Inspection Service
Editorial note: Federal Grain Inspection Service was abolished by Pub.
L. 103-354 and its functions are now performed by the Grain
Inspection, Packers and Stockyards Administration.
USDA/FGIS-1
System name: USDA/FGIS-1, Employment History Records for
Licensed Nonfederal Employees.
System location:
Federal Grain Inspection Service, USDA, 1400 Independence Avenue, SW.,
Washington, DC 20250.
Categories of individuals covered by the system:
Inspectors, weighers, samplers, technicians.
Categories of records in the system:
This system consists of applications for license; license files;
biographical data; functions which the licensee may perform;
licensee's powers of attorney; factors which affect or might affect
desirability as a licensee; current, expired, and voided licenses;
license examination score sheets; license renewal score sheets;
miscellaneous notes and memorandums, e.g., transfers, cancellations,
letters of corrective action, commendations, caution or warning,
suspensions, and proposals to revoke license. Content and extent of
these records vary by commodity, program, and season.
Authority for maintenance of the system:
7 U.S.C. 71 et seq., 7 U.S.C. 1621 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) To prepare required reports for the General Accounting Office; (2)
To prepare required reports for the Department of Justice; (3)
Referral to the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto; (5) Disclosure to the Department of Justice for use
in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected; (6) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however that in
each case, the agency determines that disclosure of the records to the
court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected; and
(7) To answer Congressional inquiries made at the request of the
individual from whose record information is disclosed.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folders, notebooks, and computers.
Retrievability:
Records are indexed by name of licensee and/or license number.
Safeguards:
Government office buildings, locked offices, or locked file cabinets.
Retention and disposal:
Destroy immediately when licensee is deceased, or 10 years after
license is terminated. Records are maintained in accordance with the
General Services Administration disposal schedules, as implemented by
FGIS Instruction 251.1, Records Management Program.
System manager(s) and address:
Director, Field Management Division, USDA, Federal Grain Inspection
Service, 1400 Independence Ave., SW, Washington, DC 20250.
Notification procedure:
Individuals may request information concerning themselves from this
system by submitting a written request to the System Manager.
Record access procedures:
Same as above.
Contesting record procedures:
Individuals may contest a record in the system that pertains to them
by submitting a request to the System Manager.
Record source categories:
Information in the system comes primarily from licensees and
supervisors. Additional data may be provided by investigative
personnel.
USDA/FGIS-2
System name: USDA/FGIS-2, Investigations Undertaken by the
Government Pursuant to the U.S. Grain Standards Act of 1976, as
amended, or the Agricultural Marketing Act of 1946, as amended.
System location:
Federal Grain Inspection Service, USDA, 1400 Independence Avenue, SW.,
Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who are regulated by the subject Acts and who have been
investigated for possible violation of the Acts and/or against whom
the Department recommends that an enforcement action be brought by the
Government.
Categories of records in the system:
The system consists of investigatory material which may include intra-
and interdepartmental recommendations pertaining to an alleged
violation of the subject Acts.
Authority for maintenance of the system:
7 U.S.C. 71 et seq., 7 U.S.C. 1621 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local,
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute, or
particular program statute, or by rule, regulation, or order issued
pursuant thereto; (2) Disclosure to the Department of Justice for use
in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected; (3) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected; and
(4) To answer Congressional inquiries made at the request of the
individual from whose record information is disclosed.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders and incorporated in an
automated data system.
Retrievability:
Records are indexed by subject and chronological sequence. The subject
could be the name of the individual.
Safeguards:
Government office buildings, locked offices, or locked file cabinets.
Retention and disposal:
Records for basic investigations are retained for 5 years, unless the
investigation involves licensee conflicts of interest, then records
are to be retained for 10 years. Records are maintained in accordance
with General Services Administration disposal schedules, as
implemented by FGIS Instruction 251.1, Records Management Program.
System manager(s) and address:
Director, Compliance Division, USDA, Federal Grain Inspection Service,
1400 Independence Avenue, SW, Washington, DC 20250.
Systems exempted from certain provisions of the act:
The system has been exempted under 5 U.S.C. 552a(k)(2) from the
requirement of 5 U.S.C. 552a (c)(3), (d), (e)(4) (G), (H), and (I),
and (f) because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of investigations
that their activities are being scrutinized, and thus allow them time
to take measures to prevent detection of illegal action or escape
prosecution. Disclosure of investigative techniques and procedures and
the existence and identity of confidential sources of information
would hamper law enforcement activity.
USDA/FGIS-3
System name: USDA/FGIS-3, USDA/FGIS Subsidiary Personnel
Records.
System location:
Federal Grain Inspection Service, USDA, 1400 Independence Avenue, SW,
Washington, DC 20250, and field offices at locations listed in the
Federal Grain Inspection Service Field Office Listing publication.
Categories of individuals covered by the system:
Present and former employees and applicants for reemployment with the
Federal Grain Inspection Service.
Categories of records in the system:
The system consists of copies of materials maintained in Official
Personnel Folders, such as personnel action documents, position
descriptions, applications for employment, education and training
data, performance and appraisal ratings, the documentation of employee
performance and proficiency, and time and attendance reports.
Authority for maintenance of the system:
5 U.S.C. 301, 7 U.S.C. 75a.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) For FGIS officials to review appointments, promotions, within-
grade increases, training, transfers, and determination of
qualification of an individual; (2) To prepare required records and
reports to the Office of Personnel Management, Department of Labor,
Merit Systems Protection Board, and Office of Management and Budget;
(3) Referral to the appropriate agency, whether Federal, State, local,
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto; (4) Disclosure to the Department of Justice for use
in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected; (5) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected; and
(6) To answer Congressional inquiries made at the request of the
individual from whose record information is disclosed.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in file folders.
Retrievability:
Records are indexed by name.
Safeguards:
Government office buildings, locked offices, or locked file cabinets.
Retention and disposal:
Records are reviewed annually and superseded documents are destroyed;
or destroy all documents relating to an individual employee, 1 year
after separation or transfer. Records are maintained in conformance
with appropriate General Services Administration disposal schedules
and implemented by FGIS Instruction 251.1, Records Management Program.
System manager(s) and address:
Director, Resources Management Division, USDA, Federal Grain
Inspection Service, 1400 Independence Avenue, SW, Washington, DC
20250.
Notification procedure:
Individuals may request information concerning themselves from this
system by submitting a written request to the System Manager or to
their individual supervisors at the appropriate office having custody
of their records. The request for information should contain the name
and address of the requester and the particular information requested.
Record access procedures:
Same as above.
Contesting record procedures:
Individuals may request a change or amendment of their records. This
request should be addressed to the System Manager.
Record source categories:
Information in this system is obtained from the individual to whom it
applies or is derived from information the individual supplied, except
information provided by agency officials on performance, appraisal,
pay, leave, and allowance records.
USDA/FGIS-4
System name: USDA/FGIS-4, Nonviolation Case File System on
Individuals Subject to the U.S. Grain Standards Act, as amended,
or the Agricultural Marketing Act of 1946, as amended.
System location:
Federal Grain Inspection Service, USDA, 1400 Independence Avenue, SW.,
Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who are regulated by the subject Acts and who have been
referenced in an investigation or other information for possible
violations of the Acts or other Federal law with respect to the
handling, weighing, or official inspection of commodities.
Categories of records in the system:
Information on individuals who are subject to the rules of the U.S.
Grain Standards Act, as amended, or the Agricultural Marketing Act of
1946, as amended, and activities which might lead to possible
violations of these Acts or violations of other Federal law with
respect to the handling, weighing, or official inspection of
commodities.
Authority for maintenance of the system:
7 U.S.C. 71 et seq., 7 U.S.C. 1621 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Use of such records will be limited to authorized personnel of the
Federal Grain Inspection Service; (2) Disclosure to the Department of
Justice for use in litigation when the agency, or any component
thereof, or any employee of the agency in his or her official
capacity, or any employee of the agency in his or her individual
capacity where the Department of Justice has agreed to represent the
employee, or the United States, where the agency determines that
litigation is likely to affect the agency or any of its components, is
a party to litigation or has an interest in such litigation, and the
use of such records by the Department of Justice is deemed by the
agency to be relevant and necessary to the litigation; provided,
however, that in each case, the agency determines that disclosure of
the records to the Department of Justice is a use of the information
containd in the records that is compatible with the purpose for which
the records are collected; (3) Disclosure in a proceeding before a
court or adjudicative body before which the agency is authorized to
appear, when the agency, or any component thereof, or any employee of
the agency in his or her official capacity, or any employee of the
agency in his or her individual capacity where the agency has agreed
to represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders and incorporated into an
automated data system.
Retrievability:
Records are indexed by subject and chronological sequence. The subject
could be the name of an individual.
Safeguards:
Government office building, locked offices, or locked file cabinets.
Retention and disposal:
Records are retained for 5 years in conformance with appropriate
General Services Administration disposal schedules as implemented by
FGIS Instruction 251.1, Records Management Program.
System manager(s) and address:
Director, Compliance Division, USDA, Federal Grain Inspection Service,
1400 Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
Individuals may request information concerning themselves from this
system by submitting a written request to the System Manager.
Record access procedures:
Same as above.
Contesting record procedures:
Individuals may contest a record in a system that pertains to them by
submitting a request to the System Manager.
Record source categories:
Information in this system comes primarily from complaints, case file
reviews, investigative reports, Agency employees, and the news media.
USDA/FGIS-6
System name: USDA/FGIS-6, Conflicts of Interest of Employees of
Official Agencies and of Individuals under Contract with the
Federal Grain Inspection Service.
System location:
Federal Grain Inspection Service, USDA, 1400 Independence Avenue, SW,
Washington, DC 20250.
Categories of individuals covered by the system:
Any employee of an official agency or any individual under contract
with FGIS who has a potential conflict of interest.
Categories of records in the system:
This system consists of all forms, correspondence, and other data
pertinent to processing conflict of interest reports.
Authority for maintenance of the system:
7 U.S.C. 87 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
of foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto; (2) Disclosure to the Department of Justice for use
in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were
collected; (3) Disclosure in a proceeding before a court of
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to the
court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected; and
(4) To answer Congressional inquiries made at the request of the
individual from whose record information is disclosed.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in individual file folders at the above address.
Retrievability:
Records are alphabetically indexed by the last name of the individual.
Safeguards:
Records are kept in Government office buildings, in locked offices, or
in locked file cabinets.
Retention and disposal:
Records involving Registrant conflicts of interest are retained for 5
years, and Licensee conflicts of interest records are retained for 10
years after license is terminated, or destroyed immediately when
licensee is deceased. Records are maintained in accordance with
General Services Administration disposal schedules as implemented by
FGIS Instruction 251.1, Records Management Program.
System manager(s) and address:
Director, Compliance Division, FGIS, USDA, 1400 Independence Avenue,
SW., Washington, DC 20250.
Notification procedure:
Individuals may request information concerning their records by
submitting a written request to the System Manager.
Record access procedures:
Same as above.
Contesting record procedures:
Individuals may contest a record in a system that pertains to them by
submitting a written request to the System Manager.
Record source categories:
Information contained in the system is obtained from official agency
employees or their supervisors, contract samplers, and FGIS field
office personnel.
Food and Nutrtion Service
Food and Nutrition Service
Editorial note: Food and Nutrition Service was abolished by Pub. L.
103-354 and its functions are now performed by Food and Consumer
Service.
USDA/FNS-1
System name: Civil Rights Complaints and Investigations--USDA/
FNS.
System location: Office of Civil Rights and Equal Employment
Opportunity, Food and Nutrition Service, United States Department of
Agriculture, 500 12th St., SW, Room 750, Washington, DC 20250, and
FNS Regional Offices located in: Atlanta, Georgia which covers the
States of Alabama, Florida, Georgia, Kentucky, Mississippi, North
Carolina, South Carolina, and Tennessee; Burlington, Massachusetts
which covers the States of Connecticut, Massachusetts, Maine, New
Hampshire, Rhode Island, and Vermont; Chicago, Illinois which covers
the States of Illinois, Indiana, Michigan, Minnesota, Ohio, and
Wisconsin; Dallas, Texas which covers the States of Arkansas,
Louisiana, New Mexico, Oklahoma, and Texas; Denver, Colorado which
covers the States of Colorado, Iowa, Kansas, Missouri, Montana,
Nebraska, North Dakota, South Dakota, Utah, and Wyoming;
Robbinsville, New Jersey which covers the States of Delaware,
District of Columbia, Maryland, New Jersey, New York, Pennsylvania,
Puerto Rico, Virginia, Virgin Islands, and West Virginia; and San
Francisco, California which covers the States of Alaska, Arizona,
California, Guam, Hawaii, Idaho, Nevada, Oregon, American Samoa,
Trust Territories of the Pacific, and Washington.
The address of each Regional Office is listed in the telephone
directory of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Food and
Nutrition Service.''
Categories of individuals covered by the system: Included in this
system are (1) files of persons who have alleged discrimination of
the type prohibited by Title VI of the Civil Rights Act of 1964 and
subsequent regulations; (2) files, names and case numbers, and case
file information regarding State or local agency compliance with
Title VI (includes names and case numbers referencing individuals
who have been contacted or whose case files have been reviewed to
ascertain a State's compliance).
Categories of records in the system: The system consists of records on
individual complaints alleging discrimination and includes: (1)
Evidentiary information to disprove or substantiate the allegations;
(2) Sources of information; (3) Statements from witnesses; and (4)
Statistical data supplied by the State or local agency.
Authority for maintenance of the system: 42 U.S.C. 2000 d-1.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local, or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation, or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory
in nature, and whether arising by general statute or particular
program statute, or by rule, regulation, or order issued pursuant
thereto; (2) referral to a court, magistrate, or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery; and
(3) staff evaluations of the availability of FNS food assistance
programs without regard to race, color, national origin, religious
belief, or political affiliation. ``Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
addresses listed above.
Retrievability: Civil Rights complaints are indexed by State and
complainant's name. Office of Investigation reports are indexed by
complainant's name and investigation number.
Safeguards: Records are kept in either locked filing cabinets or in
locked offices.
Retention and disposal: Closed cases are retained for one fiscal year
following the end of the fiscal year in which they are closed.
Thereafter, they are transferred to Federal Records Centers and
maintained for three additional fiscal years before disposal.
System manager(s) and address: Director, Office of Civil Rights and
Equal Employment Opportunity, Food and Nutrition Service, United
States Department of Agriculture, Washington, DC 20250 (202-447-
8410), or the appropriate Regional Administrator at the address
listed above.
Notification procedure: An individual may request information regarding
this system of records, or information as to whether the system
contains records pertaining to him from the appropriate manager as
set forth in the preceding paragraph.
A request for information pertaining to an individual should contain
the name and address of the individual, and whether the records were
compiled as a result of a complaint or an FNS compliance review.
Record access procedures: An individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
system manager listed above. The envelope and the letter should be
marked ``Privacy Act Request.''
Contesting record procedures: Individuals desiring to contest or amend
information maintained in the system should direct their request to
the system manager listed above, the reasons for contesting it, and
the proposed amendment to the information.
Record source categories: Information in this system comes primarily
from complainants, witnesses, agency employees, and investigative
personnel.
Systems exempted from certain provisions of the act: This material has
been exempted in 7 CFR 1.23 pursuant to 5 U.S.C. 552 a(k)(2) from
the requirements of subsections (c)(3), (d), (G), and (H). The above
system contains information received under an express or implied
promise of confidentiality, or investigative techniques, processes,
or procedures, the disclosure of which could be detrimental to
legitimate agency functions.
USDA/FNS-2
System name: Food Stamp Program Inquiries and Complaints--USDA/
FNS.
System location: FNS Regional Offices located in: Atlanta, Georgia
which covers the States of Alabama, Florida, Georgia, Kentucky,
Mississippi, North Carolina, South Carolina, and Tennessee;
Burlington, Massachusetts which covers the States of Connecticut,
Massachusetts, Maine, New Hampshire, Rhode Island, and Vermont;
Chicago, Illinois which covers the States of Illinois, Indiana,
Michigan, Minnesota, Ohio, and Wisconsin; Dallas, Texas which covers
the States of Arkansas, Louisiana, New Mexico, Oklahoma, and Texas;
Denver, Colorado which covers the States of Colorado, Iowa, Kansas,
Missouri, Montana, Nebraska, North Dakota, South Dakota, Utah, and
Wyoming; Robbinsville, New Jersey which covers the States of
Delaware, District of Columbia, Maryland, New Jersey, New York,
Pennsylvania, Puerto Rico, Virginia, Virgin Islands, and West
Virginia; and San Francisco, California which covers the States of
Alaska, Arizona, California, Guam, Hawaii, Idaho, Nevada, Oregon,
American Samoa, Trust Territories of the Pacific, and Washington.
The address of each Regional Office is listed in the telephone
directory of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Food and
Nutrition Service.''
Categories of individuals covered by the system: Recipients and other
persons dissatisfied with or seeking information about local Food
Stamp Program policy and procedures:
Categories of records in the system: The system consists of copies of
each complaint or inquiry and the resulting documentation gathered
in responding to it.
Authority for maintenance of the system: 78 Stat. 703 as amended; 7
U.S.C. 2011-2025; and 7 CFR parts 270, 271.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Serves as a record of
action taken and as resource information to determine trends and
patterns; (2) referral to the appropriate agency, whether Federal,
State, local, or foreign, charged with the responsibility of
investigating or prosecuting a violation of law, or of enforcing or
implementing the statute, rule, regulation, or order issued pursuant
thereto, of any record within this system when information available
indicates a violation or potential violation of law, whether civil,
criminal, or regulatory in nature, and whether arising by general
statute or particular program statute, or by rule, regulation, or
order issued pursuant thereto; and (3) referral to a court,
magistrate, or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within the system
which constitutes evidence in that proceeding, or which is sought in
the course of discovery; ``Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry
from the congressional office made at the request of that
individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the addresses listed
above.
Retrievability: Records are indexed by State, name of individual, and
food stamp project area.
Safeguards: Records are kept either in locked file cabinets or locked
offices.
Retention and disposal: Cases remain in the agency's files until the
end of the fiscal year following the fiscal year in which they are
closed; thereafter they are transferred to Federal Record Centers
and maintained for three additional years before disposal.
System manager(s) and address: Regional Food Stamp Program Directors at
the addresses listed above.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from the appropriate
system managers as set forth in the preceding paragraph. A request
for information should contain name, address, and particulars
involved (i.e., the date of action giving rise to the inquiry,
complaint, etc.)
Record access procedures: An individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
system manager as set forth in the preceding paragraph. The envelope
and the letter should be marked ``Privacy Act Request''.
Contesting record procedures: Individuals desiring to contest or amend
information maintained in the system should direct their request to
the System Manager listed above, the reasons for contesting it, and
the proposed amendment to the information.
Record source categories: Information in this system comes primarily
from recipient and non-recipient inquiries and complaints, case file
review, collateral contacts, and investigative reports.
USDA/FNS-3
System name: Claims Against Food Stamp Recipients--USDA/FNS.
System location:
Accounting Division, Food and Nutrition Service (FNS), United States
Department of Agriculture, 3101 Park Center Drive, Room 415,
Alexandria, Virginia 22302, and FNS Regional Offices located in:
Atlanta, Georgia, which covers the States of Alabama, Florida,
Georgia, Kentucky, Mississippi, North Carolina, South Carolina, and
Tennessee; Boston, Massachusetts, which covers the States of
Connecticut, Massachusetts, Maine, New Hampshire, New York, Rhode
Island, and Vermont; Chicago, Illinois, which covers the States of
Illinois, Indiana, Michigan, Minnesota, Ohio, and Wisconsin; Dallas,
Texas, which covers the States of Arkansas, Louisiana, New Mexico,
Oklahoma, and Texas; Denver, Colorado, which covers the States of
Colorado, Iowa, Kansas, Missouri, Montana, Nebraska, North Dakota,
South Dakota, Utah, and Wyoming; Trenton, New Jersey, which covers the
States of Delaware, District of Columbia, Maryland, New Jersey,
Pennsylvania, Puerto Rico, Virginia, Virgin Islands, and West
Virginia; and San Francisco, California, which covers the States of
Alaska, Arizona, California, Guam, Hawaii, Idaho, Nevada, Oregon,
American Samoa, Trust Territories of the Pacific, and Washington. The
address of each regional office is listed in the telephone directory
of the respective cities listed above under the heading of ``United
States Government, Department of Agriculture, Food and Nutrition
Service.''
Categories of individuals covered by the system:
Individuals who have received food stamp benefits to which they are
not entitled.
Categories of records in the system:
The information in the system consists of individuals' names,
addresses, Social Security Numbers and amounts of claims and amounts
of any collections. The information in the system also includes
identification of individual's Federal and/or United States Postal
Service (USPS) employing agencies, if any.The system also may include
limited information about claims such as age, reasons for the
overissuance of benefits, and State agency collection efforts.
Authority for maintenance of the system:
7 U.S.C. 2011-2031.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the IRS for collection of claims from tax refunds. (2)
Referral to the Department of Defense (DoD) and the USPS to identify
Federal and USPS employees owing claims, and to delete any such claims
from lists of claims which will be used for Federal income tax refund
offset.(3) Referral may be made to State agencies for such purposes as
updating claims files, collecting claims, and for fiscal reporting.
Referral may also be made to Federal agencies and the USPS for
additional collection action. (4) Disclosure may be made to a
Congressional office from the record of an individual in response to
an inquiry from the Congressional office made at the written request
of the individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained by automated data storage methods such as
magnetic tape and disk.
Retrievability:
Records are retrievable by name and Social Security Number.
Safeguards:
Access to records is limited to those persons who process the records
for the specific routine uses stated above. Records in such forms as
magnetic tape are kept in physically secured rooms and/or cabinets.
Various methods of computer security limit access to records in
automated databases. Paper records will be segregated and physically
secured in locked cabinets.
Retention and disposal:
The Food and Nutrition Service retains records for no longer than two
years. All records are either returned to State agencies or destroyed.
System manager(s) and address:
Director, Accounting Division, Food and Nutrition Service, United
States Department of Agriculture, 3101 Park Center Drive, Room 415,
Alexandria, Virginia 22302.
Notification procedure:
Individuals may request from the system manager identified in the
preceding paragraph information regarding this system of records or
whether the system contains records pertaining to them. Individuals
requesting such information must provide their name, address and
Social Security Number.
Record access procedures:
Individuals may obtain information about records in the system which
pertain to them by written or oral requests to the system manager. To
assure confidentiality and prompt routing, written requests should be
marked ``Privacy Act Request.''
Contesting record procedures:
Individuals desiring to contest or amend information maintained in the
system should direct requests to the system manager, state the reasons
for contesting the information and provide any available documentation
to support the requested action.
Record source categories:
Information in this system comes from State agency files concerning
food stamp recipient claims, from IRS files of addresses of
individuals who have filed income tax returns, and from IRS files of
offsets from income tax refunds. Information in this system also comes
from DoD and USPS files of individuals who are currently employed by
or who are receiving pensions and other payments from Federal agencies
and the USPS.
USDA/FNS-4
System name: Food Stamp Recipient Refunds--USDA/FNS.
System location: Fiscal Branch, Central Accounting Division, Food and
Nutrition Service, United States Department of Agriculture, Room 105
West Auditors Building, Washington, DC 20250, and FNS Regional
Offices located in: Atlanta, Georgia which covers the States of
Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina,
South Carolina, and Tennessee; Burlington, Massachusetts which
covers the States of Connecticut, Massachusetts, Maine, New
Hampshire, Rhode Island, and Vermont; Chicago, Illinois which covers
the States of Illinois, Indiana, Michigan, Minnesota, Ohio, and
Wisconsin; Dallas, Texas which covers the States of Arkansas,
Louisiana, New Mexico, Oklahoma, and Texas; Denver, Colorado which
covers the States of Colorado, Iowa, Kansas, Missouri, Montana,
Nebraska, North Dakota, South Dakota, Utah, and Wyoming;
Robbinsville, New Jersey which covers the States of Delaware,
District of Columbia, Maryland, New Jersey, New York, Pennsylvania,
Puerto Rico, Virginia, Virgin Islands, and West Virginia; San
Francisco, California which covers the States of Alaska, Arizona,
California, Guam, Hawaii, Idaho, Nevada, Oregon, American Samoa,
Trust Territories of the Pacific, and Washington.
The address of each Regional Office is listed in the telephone
directory of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Food and
Nutrition Service.''
Categories of individuals covered by the system: Individuals who
request refunds from FNS of: (1) The proportionate purchase price
paid for food stamps purchased but not used; or (2) The amount they
have been inadvertently overcharged for their food stamps.
Categories of records in the system: (1) Form FNS-288, Request for
Reimbursement for Unused Food Coupons, required documentation and
signatures, as applicable, to the specific reason for the request;
and issuance, required documentation and signatures, as applicable
to the refund.
Authority for maintenance of the system: 78 Stat. 703 as amended; 7
U.S.C. 2011-2025; 7 CFR part 271.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Establish eligibility
for reimbursement to recipient or agent; (2) Referral to the
appropriate agency, whether Federal, State, local, or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law or of enforcing or implementing the statute, rule,
regulation, or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory
in nature, and whether arising by general statute or particular
program statute, or by rule, regulation, or order issued pursuant
thereto; and (3) Referral to a court, magistrate, or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery.
``Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders and file cabinets at
the address listed above.
Retrievability: Records are filed by date and month of payment and by
name of recipient or his agent.
Safeguards: Records are kept either in locked cabinets or locked
offices.
Retention and disposal: Closed cases are retained for one fiscal year
following the end of the fiscal year in which they are closed.
Thereafter, they are transferred to Federal Records Centers and
maintained for three additional fiscal years before disposal.
System manager(s) and address: Director, Central Accounting Division,
Food and Nutrition Service, United States Department of Agriculture,
Washington, DC 20250 (202-447-6990), or the appropriate Regional
Food Stamp Program Director at the addresses listed above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the appropriate
system manager as set forth in the preceding paragraph. A request
for information pertaining to an individual should contain: Name,
address, and particulars involved (i.e., the date of action giving
rise to claim, date claim was filed, correspondence, etc.)
Record access procedures: An individual may obtain information as to
the procedure for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
system manager. The envelope and letter should be marked ``Privacy
Act Request.''
Contesting record procedures: Individuals desiring to contest or amend
information maintained in the system should direct their request to
the System Manager listed above, the reasons for contesting it, and
the proposed amendment to the information.
Record source categories: Information in this system comes primarily
from State agency records and collateral contacts by claims
reviewers.
USDA/FNS-5
System name:
Information on Persons Disqualified from the Food Stamp Program, USDA/
FNS-5.
Security classification:
None.
System location:
This system of records is under the control of the Deputy
Administrator, Food Stamp Program, Food and Nutrition Service, United
States Department of Agriculture, 3101 Park Center Drive, Alexandria,
Virginia 22302. The data will be maintained at the Department's
National Computer Center, Kansas City, Missouri (NCC-KC).
Categories of individuals covered by the system:
The system consists of information on individuals who have been
disqualified from food stamp participation for intentionally violating
Food Stamp Program regulations.
Categories of records in the system:
The system consists of standardized records containing identifying
information (first name, middle initial, last name; Social Security
number; date of birth; and sex) on individuals disqualified from the
Food Stamp Program and information identifying the location, date(s)
and length(s) of any disqualification determined and imposed.
Authority for maintenance of the system:
7 U.S.C. 2011-2031.
Purpose:
To facilitate the Congressional mandate to increase the severity of
disqualifications from the Food Stamp Program for repeated instances
of fraudulently obtaining Food Stamp Program benefits and to verify
eligibility of applicants for Food Stamp Program benefits.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records contained in this system may be disclosed, as part of a
computer matching program or otherwise, to State agency personnel
responsible for investigating or prosecuting violations of the Food
Stamp Program regulations, and to Federal, State, and local officials
responsible for administration of the Food Stamp Program. Records
contained in this system also may be disclosed to the General
Accounting Office for program audit purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on the Department's computers at the NCC-KC or
on magnetic tapes at that facility.
Retrievability:
Records may be indexed and retrieved by name of the individual, by
Social Security Number, by Federal Information Processing Standard
(FIPS) code, or by a State case-file identification number.
Safeguards:
Records will be available only to identified State agency personnel
charged with Food Stamp Program enforcement. Voice recognition
technology may be used; such a system will release information only to
authorized individuals calling from authorized telephone numbers. On-
line access to the NCC-KC data base will be restricted to FNS
personnel charged with system management. The NCC-KC is the repository
of numerous Department systems of records and other sensitive data
bases. It was constructed and is maintained as a highly secure
facility.
State agencies will be provided information from this system of
records only upon entering into a written agreement with FNS. This
agreement includes the understanding that State agencies will provide
full security for data released to them and will limit access to this
data to authorized personnel only. Any reports generated by FNS will
be for system evaluation purposes only and will be maintained in
secured offices and facilities.
Retention and disposal:
Because the law mandates a longer disqualification period if there
have been any prior disqualifications, FNS intends to maintain these
records permanently in an electronic or magnetic tape mode.
System manager(s) and address:
Director, Program Accountability Division, Food Stamp Program, Food
and Nutrition Service, United States Department of Agriculture, 3101
Park Center Drive, room 907, Alexandria, Virginia 22302. Telephone:
(703) 305-2414.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him, from the System Manager listed above.
Record access procedure:
An individual may obtain information about a record in the system
which pertains to him by submitting a written request to the Systems
Manger listed above. The envelope and the letter should be marked
``Privacy Act Request.''
A request for information pertaining to an individual should contain
the name, address, date of birth and social security number of the
individual, and any other information that will assist in locating the
record.
Contesting record procedures:
Individuals desiring to contest or amend information maintained in the
system should direct their request to the system manager listed above,
the reasons for contesting it and the proposed amendment to the
information with supporting information to show how the record is
inaccurate.
Record source categories:
Information in this system is provided by State agency personnel
responsible for investigating cases involving intentional violations
of Food Stamp Program Regulations.
USDA/FNS-7
System name: Food Service Management Company Registration
System for the Summer Food Service Program for Children--USDA/FNS.
System location: Special Feeding Programs Branch, Child Nutrition
Division, Food and Nutrition Service, U.S. Department of
Agriculture, 201 14th Street SW, Room 3300-B, Washington, DC 20250.
Categories of individuals covered by the system: Included in this
system are, for food service management companies applying for
registration in the Summer Food Service Program for Children, past
(within 3 years) and present (1) company owners, directors,
officers, and (2) local officials responsible for the operation of
the food preparation facilities and (3) any of the persons listed in
(1) or (2) who have any relationship to any Summer Food Service
Program for Children sponsor or any food service management company
which participated in the Program in the last 3 years. For the
purposes of this Program, relationship shall be defined as: to his
knowledge he or his immediate family, partners or organization in
which his immediate family or partner has a financial or other
interest, or with whom he is negotiating or has any arrangements
concerning prospective employment, with or without payment.
Categories of records in the system: The system consists of name and
social security number (when provided) of (1) and (2) of the
preceding paragraph, and name, company or sponsor name of relation,
name of relations and relationship of (3) of the preceding
paragraph.
Authority for maintenance of the system: 42 U.S.C. 1771
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to State
agencies and Food and Nutrition Service Regional Offices, upon
request, charged with the responsibility of determining registration
or nonregistration of food service management companies; (2)
referral to the appropriate agency, whether Federal, State or local,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulations, or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory
in nature, and whether arising by general statute or particular
program statute, or by rule, regulation, or order issued pursuant
thereto; (3) referral to a court, magistrate, or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery; and
(4) disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: File folders and magnetic tapes.
Retrievability: Records can be retrieved by food service management
company name, by number assigned to the food service management
company, by an individual's social security number, and by an
individual's name.
Safeguards: Records are kept in either locked filing cabinets or in
locked offices. The computer tapes will have a password master file
access, and the tapes will be kept in locked filing cabinets or in
locked offices.
Retention and disposal: Records are maintained for two years following
the year of application for registration. Thereafter, they are
transferred to Federal Archives and Records Centers and maintained
for three additional fiscal years before disposal.
System manager(s) and address: Manager, Child Nutrition Programs, Food
and Nutrition Service, United States Department of Agriculture,
Washington, DC 20250 (202-447-8130).
Notification procedure: An individual may request information regarding
this system of records, or information as to whether the system
contains records pertaining to him from the appropriate manager as
set forth in the preceding paragraph. A request for information
pertaining to an individual should contain the individual's name,
and if known the name of the food service management company(s)
which supplied the information pertaining to him.
Record access procedures: An individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
system manager listed above. The envelope and the letter should be
marked ``Privacy Act Request.''
Contesting record procedures: Individuals desiring to contest or amend
information maintained in the system should direct their request to
the system manager listed above, the reasons for contesting it, and
the proposed amendment to the information.
Record source categories: Information in this system is provided by
food service management companies which apply for registration in
the Program and the applicable State agencies or Food and Nutrition
Service Regional Offices.
USDA/FNS-8
System name: FNS Studies and Reports.
Security classification:
None.
System location:
Records of studies conducted internally will be located in the Office
of Analysis and Evaluation, room 208, 3101 Park Center Drive,
Alexandria, Virginia 22302. Records will be located with the
contractor when studies are performed by contract.
Categories of individuals covered by the system:
The system consists of personal information from persons who are
eligible for, have participated in, been recipients of, or
participated in some capacity in the administration of FNS-sponsored
benefit programs.
Categories of records in the system:
Individual records may contain information on program applicants,
participants, eligibles and beneficiaries of FNS-sponsored programs,
and vital statistics such as birth and death records. This information
may include but is not limited to their names, addresses, identifying
numbers, and program-specific information such as income, family
status, participation in programs sponsored by other agencies,
location of birth, birthweight, health status, medical claims,
diagnostic codes, and other pertinent information.
Authority for maintenance of the system:
Federal statutes requiring studies of the food assistance programs: 7
U.S.C. 2011-27; 42 U.S.C. 1751-89; 7 U.S.C. 1431, 1431e, 612c, 612c
note.
Purpose(s):
To study and determine the impact, efficiency and/or effectiveness of
FNS-sponsored programs and for the purpose of reporting to the
Congress, oversight agencies, and/or departmental and FNS officials.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The records in this system may be disclosed to private firms that have
contracted with FNS to collect, aggregate, analyze, or otherwise
refine records for the purpose of research and reporting to Congress
and appropriate oversight agencies, and/or departmental and FNS
officials.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
File folders, magnetic tapes, and computer disks.
Retrievability:
Information is retrieved by coded identification number once analysis
files have been successfully constructed and edited. The coded number
bears prevents association of data with individual identifiers except
by authorized individuals. This is a security measure which allows
linkage of individual identifying information with study data through
computer media. Paper records containing identifying information and
study data are not needed or retained once the information has been
entered onto magnetic tapes and/or computer disks.
Safeguards:
1. Authorized users: When designing, developing and/or operating a
system of records on individuals, contractors are required to comply
with all provisions of the Privacy Act. Contractors are required to
maintain and protect the personal data and cannot release or share the
data without consulting with FNS. Access to records maintained within
FNS is limited to those staff officials responsible for the subject
system of records. Otherwise, access is limited to persons authorized
and needing to use the records, including project directors, contract
officers, programmers, analysts, statisticians, statistical clerks and
key punch operators on the staffs of the contractors or in the FNS.
2. Physical safeguards: Hard copy records are stored in locked safes,
locked files, and locked offices when not in use. Computer terminals
used to process identifiable data are located in secured areas and are
accessible only to authorized users. Should they be maintained, back-
up records which are stored off-site shall be used and stored under
the same secure conditions.
3. Procedural safeguards: Names and other identifying characteristics
from the interim records are not contained on the records encrypted
for analysis. Encrypted data are indexed by code numbers. There will
be no tables or files which link these code numbers with the original
names or identifying attributes. Only those staff with a need to link
identifiable information will be given the appropriate identifiers and
access procedures.The FNS project officers and contract officers
oversee compliance with these requirements. When appropriate, the FNS
will review the site facilities to ensure that records have been
maintained in accordance with the terms of this notice.
Retention and disposal:
Names and other identifying information are maintained in the file
until conclusion of the file matching process. The portion of records
which contain identifiable items will be maintained until they are no
longer needed but not more than two years. The identifiable items
portion of the records will then be destroyed. Aggregate data in
analysis files may be kept in perpetuity according to the needs of the
Department for longitudinal comparisons.
System manager(s) and address:
Director, Office of Analysis and Evaluation, Food and Nutrition
Service, United States Department of Agriculture, room 208, 3101 Park
Center Drive, Alexandria, Virginia 22302. Telephone: (703) 756-3017.
Notification procedure:
To determine if a record containing an identifiable item exists, write
to the System Manager, giving your full name and address.
Record access procedures:
An individual may obtain information about gaining access to a record
containing an identifiable item in the system which pertains to him or
her by submitting a written request to the System Manager. The
envelope and the letter should be marked, ``Privacy Act Request.'' An
individual may be required to reference the record by furnishing name,
address, Social Security Number, and/or other identifiers needed by
FNS and administering agencies to discern the record.
Contesting record categories:
Individuals desiring to contest or amend information maintained in the
system should direct their request to the System Manager, the reasons
for contesting it, and the proposed amendment to the information with
supporting information to show how the record is inaccurate,
incomplete, untimely, or irrelevant.
Record source categories:
Information in this system will come from program application and
participation records of applicants, eligibles, participants and
beneficiaries of FNS programs, such as the Food Stamp Program, the
Special Supplemental Food Program for Women, Infants and Children
(WIC), the National School Lunch Program, the School Breakfast
Program, the Commodity Supplemental Food Program, and others. Records
are created based on information gathered from individuals themselves
and from State and local agencies which administer the programs.
Systems exempted from certain provisions of the act:
None.
Food Safety and Inspection Service
USDA/FSIS-1
System name: Meat and Poultry Inspection Program--Slaughter,
Processing and Allied Industries Compliance Records System, USDA/
FSIS.
System location: Food Safety and Inspection Service, USDA, 14th and
Independence Avenue, SW, Washington, DC 20250.
Categories of individuals covered by the system: Individuals engaged in
the slaughter of meat or poultry animals; or the preparation,
transportation, storage, or distribution of meat or poultry
products, or similar activities are included in this system of
records.
Categories of records in the system: The system consists of:
Investigatory files concerning alleged violations of the Federal
Meat and Poultry Inspection Acts and related laws; investigatory
files compiled for enforcement of provisions of the Federal Meat and
Poultry Inspection Acts concerning detention or seizure of alleged
violative product; correspondence, allegations, inquiries, reports
of actions taken, complaints and similar records concerning alleged
violations of enforcement actions; records compiled to carry out
provisions of 21 U.S.C. 671 and 21 U.S.C. 467 concerning the refusal
to provide or withdrawal of inspection service from unfit applicants
as defined by law; includes application forms, notations of past
violations, court records, and other documentation; files microfilm
and computer records concerning systematic reviews conducted at the
places of business of individuals covered by the records system.
Authority for maintenance of the system: 21 U.S.C. 451 et seq., and 601
et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto. (2) Referral to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system which
constitutes evidence in that proceeding, or which is sought in the
course of discovery. (3) Referral to the Department of Justice for
the defense of suits against the United States or its officers, or
for the institution of suits for the recovery of claims by the
United States Department of Agriculture. Disclosure may be made to a
Congressional office from the record of an individual in response to
an inquiry from the Congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders, cards, microfilm,
computer printouts; and electronically on various computer media.
Retrievability: All categories of records concerning enforcement
actions are cross referenced through an alphabetical name index
system. Files on violations and other enforcement actions are
indexed alphabetically by name and by year of violation. Printouts
and microfilm records are alphabetically arranged with unique number
identifiers assigned as well.
Safeguards: Records are maintained in locked offices.
Retention and disposal: Active records are maintained indefinitely.
Closed cases are retired to records storage centers after 3 years
unless reopened. Microfilm and computer records are maintained
indefinitely. Computer printouts are destroyed after 6 months.
System manager(s) and address: Privacy Act Coordinator, USDA/FSIS, 14th
and Independence Avenue, SW, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and
(f). See 7 CFR 1.23. Individual access to these records would impair
investigations and alert subjects of investigations that their
activities are being scrutinized, and thus allow them time to take
measures to prevent detection of illegal action to escape
prosecution. Any individual who feels, however, that he has been
denied any right, privilege or benefit for which he would otherwise
be eligible as a result of the maintenance of such material may
request access to the material. Such requests should be addressed
to: Privacy Act Coordinator, USDA/FSIS, 14th and Independence
Avenue, SW, Washington, DC 20250.
USDA/FSIS-2
System name: Common On-Line Reference for Establishments (CORE),
USDA/FSIS.
System location:
Food Safety and Inspection Service, USDA, 14th and Independence
Avenue, SW, Washington, DC 20250.
Categories of individuals covered by the system:
Individuals responsibly connected with the applicant for Federal meat,
poultry, or import inspection: All owners, partners, officers,
directors, holders or owners of 10 per centum or more of voting stock,
and employees in a managerial or executive capacity in the business;
regional, area, and circuit personnel of Meat and Poultry Inspection
Operations; Import Inspection Office personnel of International
Programs; FSIS headquarters personnel.
Categories of records in the system:
The system consists of: Names and addresses of applicants for Federal
meat, poultry or import inspection and descriptive information about
their business establishments (plants). The system includes the name,
title, social security number, date of birth, place of birth and stock
ownership (if 10 per centum or more) of all persons listed as
responsibly connected with the applicant. It also includes types of
operations, slaughter and processing categories, export restrictions,
other names under which business will be conducted, plant types,
numbers of authorized inspectors, dates of grants of inspection, types
of inspection, and import information. In addition, the system
contains mail management data necessary to mail USDA literature to
non-establishment organizations (FSIS headquarters and field
personnel) and to provide for the production of mailing labels and
publication of the Meat and Poultry Inspection Directory.
Authority for maintenance of the system:
21 U.S.C. 451 et seq., and 601 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) To a contractor for the purpose of collating, analyzing,
aggregating or otherwise refining or processing records in this system
or for developing, modifying and/or manipulating ADP software. Data
would also be disclosed to contractors incidental to consultation,
programming, operation, user assistance, or maintenance for ADP or
telecommunications systems containing or supporting records in the
system.
(2) In the event that material in this system indicates a violation of
law, whether civil, criminal, or regulatory in nature, and whether
arising by general statute, or by regulation, rule or order issued
pursuant thereto, the relevant records may be disclosed to the
appropriate Agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting such violation
or charged with enforcing or implementing the statute, or rule,
regulation or order, issued pursuant thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on computer disks, magnetic tape, FSIS Form
5200-2, ``Application for Federal Meat Poultry, or Import Inspection''
and in computer printouts.
Retrievability:
Records are arranged by establishment number and alphabetically by
name of applicant. Records are also retrievable by names of persons
responsibly connected with the applicant. Establishment data in the
computer are indexed by establishment number, Region, Area, and
circuit; export data by country; personnel data by Region/Area/
circuit; mail data by access code, literature code, or recipient code.
Safeguards:
Records are maintained in password-protected minicomputers,
microcomputers, magnetic tape or locked file cabinets with attendants
on duty during normal operating hours. Offices are locked after normal
operating hours.
Retention and disposal:
Active records are maintained indefinitely. Computer records for
withdrawn plants are retained for 3 years. Computer printouts are
destroyed after use.
System manager(s) and address:
Chief, Information Systems Development and Support Section, FSIS, Room
4906, South Building, 14th Street and Independence Avenue, SW,
Washington, DC 20250.
Notification procedure:
A request for information should be addressed to the FSIS Privacy Act
Coordinator, 14th Street and Independence Avenue, SW, Washington, DC
20250.
Record access procedures:
Individuals who wish to gain access to or amend records pertaining to
themselves should submit a written request to the Privacy Act
Coordinator at the above address.
Contesting record procedures:
Same as records access procedures.
Record source categories:
Information in this system comes from the individuals to whom the
records pertain.
Foreign Agricultural Service
USDA/FAS-4
System name: Foreign Service Employee Records.
System location: Foreign Agricultural Service, United States Department
of Agriculture, 14th and Independence Avenue, SW, Washington, DC
20250.
Categories of individuals covered by the system: Foreign Service
employees of the Foreign Agricultural Service.
Categories of records in the system: The system consists of official
personnel files; performance records (Foreign Service ratings,
development appraisal reports, and related correspondence);
biographical data; career development and counseling records
(including training and assignment records); records of security
clearances; conflict of interest reports; recruitment and employment
files; promotion and conversion files (lateral entry); retirement
and annuitant files; informal grievance files; computer printouts
from automated personnel system (alphabetical list and staffing
patterns); reports of medical clearances; awards and leave
information; health and life insurance plans; accident reports; time
and attendance records; earning statements; travel vouchers; and
payroll data needed to conform to all applicable laws, Government
regulations and procedures, and the needs of the Agency in carrying
out its personnel management responsibilities.
Authority for maintenance of the system: 5 U.S.C. 301; Foreign Service
Act of 1980, FPM Chapters 293-294.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Information is made
available to persons who have a legitimate need to review such
records, as may be required in the performance of their official
duties (in connection with appointments, transfers, details,
promotions, training, retirements, reassignments, disciplinary or
adverse actions, grievances, operations of the automated personnel/
payroll systems and the preparation of the statistical reports,
analyses, and other by-products of these systems).
Referral of information is made to (1) U.S. Congress and OPM for
special reports; (2) accredited investigative agents of any Federal
agency to carry out investigative functions; (3) authorized officials
of the Department of State, Agency for International Development, U.S.
International Communication Agency and Foreign Commercial Service of
the Department of Commerce in connection with proposed details of
Foreign Service employees or consideration by promotion boards; (4)
authorized individuals of other Federal agencies, international
organizations or State and local governments in cases where Foreign
Service employees are being considered for detail or assignment to the
agency or organizational entity concerned; (5) National Personnel
Records Center and Washington National Records Center for records
retirement and/or destruction; (6) private organizations, institutions
or individuals to verify employment and to request record or credit
checks; (7) current and former FAS employees to review their own
personnel records; (8) appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by regulation or order issued pursuant
thereto; and (9) a court, magistrate or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above, except for the National Finance Center (P.O.
Box 60,000, New Orleans, Louisiana) where they are maintained on
computer tape and disk storage.
Retrievability: Records are indexed by name of employee and/or
identification number.
Safeguards: All records containing personal information are maintained
in secured file cabinets and in secured computer tape storage rooms.
Retention and disposal: Records are maintained indefinitely until
employees are separated from the Foreign Agricultural Service and
are then retired or transferred to a new employing agency or
destroyed in conformance with appropriate General Services
Administration retirement and/or destruction schedules.
System manager(s) and address: Assistant Administrator, Management,
Foreign Agricultural Service, United States Department of
Agriculture, 14th and Independence Avenue, SW, Room 5095-S,
Washington, DC 20250.
Notification procedure: A request for information should be addressed to
the Assistant Administrator, Management, Foreign Agricultural
Service (address above).
Record access procedures: Individuals who wish to gain access to or
amend records pertaining to themselves should submit a written
request to the Assistant Administrator, Management, Foreign
Agricultural Service (address above).
Contesting record procedures: Same as record access procedures.
Record source categories: Information in this system comes from the
employee or former employee, employment applications, employee's
supervisors, colleges and universities, Department of State Foreign
Service Institute and Office of Medical Services, USDA Office of
Security, overseas administrative/personnel officers, and other
officials involved in personnel and payroll.
Forest Service
USDA/FS-1
System name: Appeals and Administrative Reviews, USDA/FS.
System location: Forest Service Headquarters in Washington, D.C., the 9
Regional Offices, 121 Forest Supervisor Offices, 673 District Ranger
Offices, 10 Experiment Station Offices and Two State and Private
Area Offices. The address for the Headquarters is Forest Service,
U.S. Department of Agriculture, 12th and Independence Avenue SW,
Washington, DC 20250. The addresses of all other Forest Service
offices may be found in 36 CFR 200.2, Subpart A, or in the telephone
directory of the applicable locality under the heading, United
States Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: Any person who has
appealed or formally requested review or reconsideration of a
decision or action by a Forest Service officer in any contract
involving the Forest Service. Does not include personnel matters
which are excluded. The appeal, administrative review, or
reconsideration request may have been submitted directly to an
officer of the Forest Service or through the Board of Forest
Appeals.
Categories of records in the system: The record includes information
regarding the circumstances of the matter under appeal. This may
involve information of the appellant, his use of National Forest
lands, effects of the decision being appealed on his activities, and
other information supplied by appellant on is behalf. Information is
also provided by the Forest Service Officer whose decision is under
appeal, review, or reconsideration.
Authority for maintenance of the system: 5 U.S.C. 22 and 301; 7 U.S.C.
1011(f); 15 U.S.C. 714(b)(g) and (h): 16 U.S.C. 551; 40 U.S.C.
486(c); 7 CFR 24; 36 CFR 211.20 thru 211.37
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Vertical file folders
Retrievability: Records are maintained under file designation 1570,
identified by the appellant's name, date of appeal, review, or
reconsideration request, and/or Forest Service Docket Number (if
case docketed by the Board of Forest Appeals).
Safeguards: Normal security for routine file material. Locked office of
file room.
Retention and disposal: Upon final decision case is closed. Transferred
to closed files at end of fiscal year. Cases reaching National level
are retained 25 years, Regional level is 5 years, and other levels
maintained 3 years. Transfer to Federal Records Center after 3
years.
System manager(s) and address: Chief, Forest Service, U.S. Department
of Agriculture, Washington, DC 20250 or the appropriate Regional
Forester, Forest Supervisor, or District Ranger at the address
listed above.
Notification procedure: Address inquiries to the office at which the
individual filed his original notice of appeal or request for review
or reconsideration. Identifying information should include name,
date of appeal or request, Forest Service Docket (if applicable),
and date of decision and by whom issued (if applicable).
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information obtained from appellant. On his
behalf, witnesses or experts solicited by appellant, Forest Service
Officers, and witnesses and technical experts solicited by Forest
Service.
USDA/FS-2
System name: Blaster's Certification Program, USDA/FS.
System location: Forest Service Regional Headquarters and/or Forest
Supervisor Headquaters where individual is or was employed. The
addresses for these office are listed in 36 CFR part 200, subpart A.
Categories of individuals covered by the system: Forest Service
employees who have applied for a Forest Service Blaster's
certificate are included in this system of records.
Categories of records in the system: This system consists of complete
files on individual applications for the Forest Service Blaster's
certificate including examination results, application form (FS
6100-24), and certificate issued or revoked.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60 and
29 CFR 1926.901
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Standard Forest Service Form 6100-24 and supporting documents.
Retrievability: System is indexed by name and organizational location.
Safeguards: Records are maintained in standard filing system and are
available only to authorized Forest Service personnel. Offices are
locked during non-working hours.
Retention and disposal: Records are maintained for the duration of
individual's employment and thereafter filed in the Federal Records
Center and disposed of in accordance with the Agency's approved
retension schedule.
System manager(s) and address: Regional Forester and/or Forest
Supervisor in charge of the unit where the individual is or was
employed.
Notification procedure: Any employee (past or present) may request
information as to whether or not the system contains records
pertaining to him from the appropriate Regional Forester or Forest
Supervisor. A request for information should be in writing and
should include the individual's full name and address; approximate
date of application and place of employment at that time.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in this system comes primarily
from written, oral, and applied examinations.
USDA/FS-3
System name: USDA/FS-3, Uniform Allowance System.
System location:
The records in this system are maintained at the USDA, Forest Service
Headquarters, PO Box 2417, Washington DC 20013; Regional Offices;
Forest Supervisor's Offices; National Finance Center, PO Box 600000,
New Orleans, Louisiana 70160; and Contractor's Office. The addresses
of Forest Service Regional Offices and Forest Supervisor's Offices may
be found in 36 CFR 200.1, Subpart A, or in the telephone directory of
the applicable locality under the heading United States Government,
Department of Agriculture, Forest Service. The address of the
Contractor may be obtained by writing to Forest Service Headquarters
at the above listed address.
Categories of individuals covered by the system:
All Forest Service employees entitled to and receiving allowances for
uniforms required in their work.
Categories of records in the system: This system consists of complete
files on advances, accruals, and payments to individuals within the
Forest Service for uniform allowances. Information in these files
will include the employee's name, social security number, employee
location, allowance category(ies), year to date amount of sales,
backorders, management code, and current status (active or
terminated).
Authority for maintenance of the system:
5 U.S.C. 301, 5 U.S.C. 5901 through 5903; and 7 CFR 2.75.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Information from this system of records developed by the
Contractor and the National Finance Center is for Forest Service
internal processing purposes in connection with the uniform allowance
program.
(2) Disclosure to the Department of Justice for use in litigation when
USDA, or any component thereof; or any employee of USDA in his or her
official capacity; or any employee of USDA in his or her individual
capacity where the Department of Justice has agreed to represent the
employee; or the United States, where USDA determines that litigation
is likely to affect USDA or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by USDA to be relevant
and necessary to the litigation, provided, however, that in each case,
USDA determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected;
(3) Disclosure in a proceeding before a court or adjudicative body
before which USDA is authorized to appear, when USDA or any component
thereof; or any employee of USDA in his or her official capacity; or
any employee of the USDA in his or her individual capacity where USDA
has agreed to represent the employee; or the United States, where USDA
determines that litigation is likely to affect USDA or any of its
components, is a party to litigation or has an interest in such
litigation and USDA determines that use of such records is relevant
and necessary to the litigation, provided, however, that in each case,
USDA determines that disclosure of the records to the court is a use
of the information contained in the records that is compatible with
the purpose for which the records were collected;
(4) Referral to the appropriate agency, whether Federal, State, local,
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute, or
particular program statute, or by rule, regulation, or order issued
pursuant thereto;
(5) To answer Congressional inquiries made at the request of the
individual from whose record information is disclosed.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic tapes, disk, or other format, as
well as on input forms prepared by covered employees which may be
stored in file folders.
Retrievability:
Records are indexed by name and social security number of individual
employees.
Safeguards:
Records are kept on magnetic tape and disk files. They are kept in a
locked computer room and tape library which can only be accessed by
authorized personnel utilizing a special access code. File folders are
kept in locked file cabinets or in secure areas with access to
authorized personnel only.
Retention and disposal:
Records are retained or disposed of in accordance with the retention
periods contained in Forest Service Handbook 6209.11, Records
Management Handbook.
System manager(s) and address:
Director, Personnel and Civil Rights Staff, USDA-Forest Service, PO
Box 2417, Washington, DC 20013.
Notification procedure:
Individuals may request information regarding this system of records,
or information as to whether the system contains records pertaining to
them from the system manager listed in the preceding paragraph. A
request for information should contain name, address, and particulars
involved (e.g., the date of action giving rise to the inquiry,
complaint, etc.).
Record access procedures:
Individuals may obtain information as to the procedures for gaining
access to records in the system which pertain to them by contacting
the system manager as set forth in the preceding paragraph. The
envelope and letter should be marked ``Privacy Act Request.''
Contesting record procedures:
Use the same procedures as for record access.
Record source categories:
Information in this system comes primarily from individuals who
request payments of uniform allowances. Information may also be
furnished by the employee's supervisor.
USDA/FS-4
System name: Certification of Engineering Personnel, USDA/FS.
System location: Forest Service Headquarters Offices of the Chief,
Regional Foresters, and Forest Supervisors as listed in 36 CFR
200.2, subpart A, where individual is or was employed.
Categories of individuals covered by the system: At the Forest Service
employees who have taken examinations in one or more of the
certification categories.
Categories of records in the system: Consists of the name, social
security number, work location, written and oral examination
results, and certificates issued for each Forest Service employee
defined in the preceding paragraph.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Examination results and supporting documents.
Retrievability: Manual system is indexed by name, social security
number, and location.
Safeguards: Records are maintained in standard filing system. The
records are located in offices that are locked during non-office
hours. They are available only to authorized personnel.
Retention and disposal: Records are maintained for the duration of
individual's employment and thereafter filed in the Federal Records
Center in accordance with standard procedures.
System manager(s) and address: Director of Engineering, Forest Service,
U.S. Department of Agriculture, PO Box 2417, Washington, DC 20013,
or the appropriate Regional Forester, or Forest Supervisor in charge
of the unit where the individual is or was employed.
Notification procedure: Employees (past or present) may request
information as to whether or not the system contains records
pertaining to them from the appropriate system manager listed in the
preceding paragraph. A request for information should be in writing
and should include the individual's full name, address, social
security number, approximate date of last certification or
examination, and place of employment at that time.
Record access procedures: Use same procedure as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in this system comes primarily
from written, oral, and applied examinations.
USDA/FS-5
System name: Certified cost Collectors, USDA/FS.
System location: Office of the Regional Forester, Forest Service, 630
Sansome St., San Francisco, CA, 94111.
Categories of individuals covered by the system: Forest Service
employees who have completed the necessary training to qualify as
Cost Collectors.
Categories of records in the system: Name and date of individual's
certification.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management, Forest
Service, 630 Sansome St., San Francisco, CA, 94111.
Notification procedure: Any employee may request information regarding
the system of records or information as to whether the system
contains records pertaining to him from the System Manager. A
request for information should contain name and date of
certification.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Forest Service records of accounting
experience and training obtained from information in the employee's
personnel file.
USDA/FS-6
System name: Certified Scalers, USDA/FS.
System location: Headquarters of 9 Regional Offices and 121 Forest
Supervisor Offices. The addresses are listed in 36 CFR 200.2,
subpart A.
Categories of individuals covered by the system: Forest Service
employees who have completed the necessary training to qualify.
Categories of records in the system: Name, grade, date of
certification, and organization. Includes record of certification
action.
Authority for maintenance of the system: 16 U.S.C. 476
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management in each of
the 9 Regional Offices and 121 Forest Supervisor Offices.
Notification procedure: Any employee may request information regarding
the system of records or information as to whether the system
contains records pertaining to him from the System Manager. A
request for information should contain the name, grade, date of
certification, and organization.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Forest Service records of scaling experience
and training obtained from information in the employee's personnel
file and check scale records filed in the office.
USDA/FS-7
System name: Certified Silviculturists, USDA/FS.
System location: At headquarters of nine Regional Offices as listed in
36 CFR 200.2, subpart A.
Categories of individuals covered by the system: Forest Service
employees who have completed the necessary training to qualify.
Categories of records in the system: Name, grade, date of
certification, and organization. Includes record of certification
action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management in each of
the nine Regional Offices referred to above.
Notification procedure: Any employee may request information regarding
the system of records or information as to whether the system
contains records pertaining to him from the System Manager. A
request for information should contain the name, grade, and date of
certification, and organization.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Forest Service records of silviculture
experience and training obtained from information in employee's
personnel file.
USDA/FS-8
System name: USDA/FS-8, Check-Before-Using Pilot List.
System location:
The records in this system are maintained at the USDA, Forest Service
Headquarters, PO Box 96090, Washington, DC 20090-6090; and Regional
Offices as listed in 36 CFR 200.2, subpart A.
Categories of individuals covered by the system:
Pilots who have performed unsatisfactorily while working under a
federal contract for services.
Categories of records in the system:
This system consists of the pilot's name, social security number, FAA
pilot's license number, and the Region or area which reported the
unsatisfactory performance.
Authority for maintenance of the system:
5 U.S.C. 301, and E.O. 9397.
Purpose(s):
The Department of Agriculture uses information in this system of
records to identify pilots who have performed unsatisfactorily while
working under a federal contract for services.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) The Department of Agriculture (USDA) may disclose information in
this system of records to the Department of Justice (DOJ) for use in
litigation, if USDA, or any component thereof, determines that the use
of such records by DOJ is relevant and necessary to the conduct of the
litigation and that disclosure of the information to DOJ is compatible
with the purpose(s) for which the records were collected where any of
the following are parties to the litigation or have interests that
would be affected by the litigation:
(a) USDA, or any component thereof;
(b) Any USDA employee acting in an official capacity;
(c) Any USDA employee acting in an individual capacity whom DOJ has
agreed to represent; or
(d) The United States, if USDA determines that the litigation is
likely to affect USDA or any of its components.
(2) USDA may disclose information in this system of records in a
proceeding before a court or other adjudicative body before which USDA
is authorized to appear, if USDA or any component thereof determines
that disclosure of the records to the court or other adjudicative body
is a use that is compatible with the purpose(s) for which the records
were collected, where USDA determines that the information is relevant
and necessary to the conduct of the litigation and any of the
following are parties to the proceeding or have interests that would
be affected by the proceeding:
(a) USDA, or any component thereof;
(b) Any USDA employee acting in an official capacity;
(c) Any USDA employee acting in an individual capacity whom USDA has
agreed to represent; or
(d) The United States, if USDA determines that the litigation is
likely to affect USDA or any of its components.
(3) When available information indicates a violation or potential
violation of civil, criminal, or administrative law arising by statute
or rule, regulation, or order, USDA may refer any record within this
system to the appropriate Federal, State, local, or foreign agency
charged with the responsibility of investigating or prosecuting a
violation of law or of enforcing or implementing a statute, or rule,
regulation, or order issued pursuant thereto.
(4) USDA may disclose information from the record of an individual
contained in this system in response to an inquiry from a
congressional office made at the request of that individual.
(5) If USDA deems it desirable or necessary in order to determine
whether particular records are required to be disclosed under the
Freedom of Information Act, the Department may disclose the records to
the Department of Justice for the purpose of obtaining its advice.
(6) USDA may disclose information from this system of records in
response to a request for discovery or for the appearance of a
witness, to the extent that what is disclosed is relevant to the
subject matter at issue in a pending judicial or administrative
proceeding.
(7) USDA may refer information from this system of records to the
appropriate officials of the Department of the Interior, Office of
Aircraft Services, for their use in monitoring pilot proficiency.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic tapes, disk, or other format, as
well as file folders.
Retrievability:
Records are indexed by name, FAA pilot's license number, or social
security number.
Safeguards:
All records containing personal information are maintained in secured
file cabinets and secured computer rooms or tape library which can
only be accessed by authorized personnel.
Retention and disposal:
Records are retained or disposed of in accordance with the retention
periods contained in Forest Service Handbook, FSH 6209.11, Records
Management Handbook.
System manager(s) and address:
Director, Fire and Aviation Management, USDA Forest Service, PO Box
96090, Washington, DC 20090-6090, and the Regional Air Officers at
Regional Offices as listed in 36 CFR 200.2, subpart A.
Notification procedure:
Individuals may request information regarding this system of records,
or information as to whether the system contains records pertaining to
them from the system manager listed in the preceding paragraph. A
request for information should contain name, address, FAA pilot's
license number, previous employer while performing services for the
agency, and particulars involved (for example, the date of action
giving rise to the inquiry or complaint).
Record access procedures:
Individuals who wish to gain access to or amend records pertaining to
themselves should submit a written request to the system manager as
set forth in the preceding paragraph. The envelope and letter should
be marked ``PRIVACY ACT REQUEST.''
Contesting record procedures:
Same as records access procedures.
Record source categories:
Information in this system comes from Regional Aviation Officers,
Contracting Officers, and pilot inspectors.
USDA/FS-9
System name: Employee Assistance Program CONCERN, USDA/FS.
System location: The records in this system are maintained in the
Forest Service Headquarters in Washington, DC and in nine Regional
Offices, ten Experiment Station Offices, and the Forest Products
Laboratory. The addresses of these offices are listed in 36 CFR
200.2, subpart A.
Categories of individuals covered by the system: Any employee with
problems affecting their job performance.
Categories of records in the system: Documentation of referral; notes
supervisory or employee discussions; therapy progress records.
Authority for maintenance of the system: 5 U.S.C. 7901 and 42 U.S.C.
4551.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Information in the system
is referred to the professional counselor working with the employee.
Information is used only as a background for counseling or advising
the employee and/or work supervisor. Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: File folders.
Retrievability: Records are indexed by name of employee and/or program
number.
Safeguards: Folders are maintained in locked file cabinet or drawers.
Only Program Advisor has access to information.
Retention and disposal: Record is maintained through any treatment and/
or rehabilitation therapy, and destroyed upon completion of
treatment by tearing up or shredding devices, if available.
System manager(s) and address: CONCERN Program Administrator, Forest
Service, U.S. Department of Agriculture, 12th and Independence, SW,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the CONCERN Program
Coordinator for the appropriate Region or Station, the Forest
Products Laboratory, or the Washington Office. If the specific
location of the record is not known, the individual should address
his request to the System Manager, who, if necessary, will refer it
to the appropriate field office. A request for information
pertaining to an individual should contain the employee's name,
address and the unit of which he/she works.
Record access procedures: To gain information on procedures of gaining
access, employee may call CONCERN telephone numbers shown in
published brochure or posters.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in the system comes from
confidential discussions with employee and/or supervisor,
discussions with the professional counselor on his report on
employee progress.
USDA/FS-10
System name: Employee Development Record, USDA/FS.
System location: Records are maintained at all official duty stations
of Forest Service (FS) employees. Addresses of the individual
offices are listed in the telephone directories for the city or town
in which they are located under the heading United States
Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: All Forest Service
employees with a permanent appointment.
Categories of records in the system: A Biographical Section referring
to the education, experience, physical capacity and career desires
of the employee. Summary sheets or forms such as SF-171, Employee
Performance Appraisals, etc., and an ADP printout, if available. A
Special Qualification Section containing information on specialized
qualifications of the employee. Examples of such material are
driver-qualification records, blasting or other skill certificates,
letters of commendation, employee suggestions, special requests from
the employee, and records of special assignments on committees,
boards, etc. A Development Section containing the current individual
Employee Development Plan and other records of training such as
copies of AD-281's reports of training meetings attended, copies of
previous individual development plans and records of details and
other training assignments, and copies of accident and injury
reports.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Responding to reference
checks by potential employers of supervisors, and referral to
selection groups considering candidates for special training.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Folders are kept by the immediate supervisor usually in his
desk or immediate office.
Retrievability: By name.
Safeguards: Records are kept in a locked room or a locked file cabinet.
Retention and disposal: Maintained as long as an employee is under
permanent appointment. Folder is sent through channels to the
appointing office when an employee is transferring to another
location in the Forest Service. When an employee is separated, the
material in the Employee Development Record is mutilated and
destroyed.
System manager(s) and address: Director, Personnel Management Staff;
Forest Service, U.S. Department of Agriculture, 12th and
Independence Avenue, SW, Washington, DC 20250.
Notification procedure: Any individual may request information
concerning himself from his present or former immediate supervisor
at the official duty station shown on his latest employment action.
Record access procedures: Immediate supervisor, or unit head or
Personnel Officer of a District, Forest, Region, Research Project,
Research Station, Area, or Washington Office.
Contesting record procedures: Same as for requesting Access.
Record source categories: Information in this folder comes from the
employee and his supervisor.
USDA/FS-11
System name: Employee Emergency Information, USDA/FS.
System location: Records are maintained at all official duty stations
of Forest Service (FS) employees. Addresses of the individual
offices are listed in the telephone directories for the city or town
in which they are located under the heading United States
Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: All Forest Service
employees.
Categories of records in the system: This is an optional system which
some offices may choose not to use. The record contains the
employee's home address and phone, and the name, address and phone
of the person designated by the employee to be contacted in case of
emergency. Some offices also include the name and phone of the
employee's physician and special health information such as blood
type, allergy or disease which may affect the kind of emergency
treatment given.
Authority for maintenance of the system: 5 U.S.C. 301, 7 CFR 2.60.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in work supervisor's office.
Retrievability: Records are indexed alphabetically by name of employee.
Safeguards: Records are kept in a locked office.
Retention and disposal: Card record is updated at least semi- annually
or more often when there is a change in information. Record is
destroyed when employee transfers, retires, or is separated.
System manager(s) and address: Head of the Operating Office at the
employee's duty station.
Notification procedure: Individual employee initally prepares and makes
revision to the record. Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to her/him from the System
Manager at the address listed above.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in this system comes exclusively
from the employee.
USDA/FS-12
System name: Fire Qualification and Experience Records, USDA/
FS.
System location: Records are presently kept by the respective Regional
Office and Forest Supervisor's Office where the individual is
presently employed. The records are currently being entered into an
automatic data processing system at the Fort Collins Computer
Center, Fort Collins, CO, 80521.
Categories of individuals covered by the system: Forest Service
employees with sufficient fire experience to qualify for supervisory
positions or non-supervisory crews.
Categories of records in the system: The system contains a record of
the actual fire experience, fire related training received, age,
physical condition, training needed and an evaluation of fire
overhead positions in which he has been deemed qualified to perform.
An evaluation of his performance may also be included.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60; 16
U.S.C. 551.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disseminated to Federal,
State and local agencies involved in wildland fire protection
activities, including but not limited to the Forest Service, Bureau
of Land Management, Bureau of Indian Affairs, National Park Service,
State Forestry Organizations, and Rural Fire Departments, so that
the individuals and their assigned fire crews can be called upon for
emergency duty.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: The records are currently stored on file cards at each
respective Regional Office and Forest Supervisor's Office. An ADP
system is being devised and all records will be placed on magnetic
tape at Fort Collins Computer Center.
Retrievability: The system is currently indexed by the individual's
last name, but it will also be cross-referenced by social security
number when it is placed in the ADP system.
Safeguards: The records do not contain any information considered to be
of a confidential or personal nature, therefore, they are kept in a
general file and in an ADP storage system without access
restrictions.
Retention and disposal: The records are kept for the entire employment
period of the individual, which could be up to 35 years, or until he
is unable to perform fire related work due to health or lack of
current experience or training.
System manager(s) and address: The Regional Forester, Forest
Supervisor, or his designated representative, at appropriate office
where the individual is employed.
Notification procedure: An employee can obtain the information from the
Supervisor's Office or Regional Office under which he is or had been
employed. If the specific location of the record is not known, the
individual should direct his request to the Director of Fire
Management, in the Regional Office of the respective geographic area
where he was employed. A request for information pertaining to an
individual should contain name, social security number, place and
period of employment, and position held.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: The information in this system comes
primarily from the individual, from other in-service documents, or
from supervisory personnel.
USDA/FS-13
System name: Geometronics Skills Inventory, USDA/FS.
System location: This system of records is maintained by the Director
of Engineering, Forest Service, U.S. Department of Agriculture,
Washington, DC 20250, the Fort Collins Computer Center, 3525 East
Mulberry St., Fort Collins, CO 80521, the Geometronics Service
Center and Regional offices. The addresses for the Regional
Headquarters offices are listed in 36 CFR 200.2, subpart A.
Categories of individuals covered by the system: Forest Service
employees who are professional or para-professional and are assigned
to Geometronics activities.
Categories of records in the system: This system contains the series,
grade, and skills of each Forest Service employee who is identified
by the preceding paragraph.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Skill data is stored on the FCC computer on magnetic tape and
Section X of the Geometronics annual reports.
Retrievability: The system is indexed by organizational unit, name,
grade, series, or key word for a particular skill.
Safeguards: Records are maintained in standard filing systems and on
mag-tape. They are available only to authorized personnel. The
buildings are locked when unoccupied.
Retention and disposal: Records are maintained for the duration of the
individual's employment and purged from the system.
System manager(s) and address: Director of Engineering, Forest Service,
U.S. Department of Agriculture, Washington, DC 20250, the Director
of Geometronics Service Center, and the appropriate Regional
Forester, at the addresses specified above.
Notification procedure: Any Forest Service employee (past or present)
may request information as to whether or not the system contains
records pertaining to him from the appropriate system manager listed
in the preceeding paragraph. Request for information should be in
writing. The request should include the individual's name, address,
and his organizational unit.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in this system comes primarily
from Section X of the Geometronics Annual Report and Supervisory
evaluation of the indivudual as recorded in the employee's personnel
folder.
USDA/FS-14
System name: Grazing Permittees, Individual, National Forest
System, USDA/FS.
System location:
The records in this system are maintained in the Regional Forester's
office for grazing permittees with special limits, in the headquarters
offices of the Forest Supervisors for all permittee records, and
offices of District Rangers for duplicate records of those kept by
Forest Supervisors. Records are also stored on magnetic tape at the
Fort Collins Computer Center. The addresses for Regional Foresters and
Forest Supervisors are listed in 36 CFR 200.2, and addresses for
District Rangers are in the telephone directory of the applicable
locality under the heading U.S. Government, Department of Agriculture,
Forest Service.
Categories of individuals covered by the system:
Parties who hold permits to graze livestock on Forest Service
administered lands are included in this system of records.
Categories of records in the system:
The system contains information on names and post office addresses of
permittees; number, kind, and brands of livestock owned; acres, by
kind, of land owned which is declared as base property; number and
kinds of livestock permitted; race and sex of permittee; type of
permits, periods of use, grazing allotments (areas) involved, and
whether or not an escrow waiver of term permit privileges exists. Also
included are acres of land owned or leased in addition to base
property, tons of dry feed produced or purchased, Bureau of Land
Management permits held by Forest Service permittees (number and kind
of livestock, periods of use), names of other parties who own an
interest in permitted livestock, identification of other grazing
permits on National Forest System lands in which the permittee holds
an interest. For private land permits, system identifies owned or
leased property offered as a basis for grazing permits, specifying
legal subdivision, section, township, range, and number of acres.
Authority for maintenance of the system:
5 U.S.C. 301; 36 CFR 222.3.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosure may be made to commercial collection contractors for the
purpose of collecting delinquent debts as authorized by 31 U.S.C.
3718. Disclosure of the individual's name; address; taxpayer
identification number (SSN), and other information necessary to
establish the identity of the individual; the amount, status, and
history of the claim; and the agency or program under which the claim
arose may be made to a consumer reporting agency as authorized by 31
U.S.C. 3711f if a debt which arose under the terms of a permit remains
delinquent for more than 60 days. Such disclosures may include
taxpayer mailing addresses obtained from IRS as authorized by 26
U.S.C. 6103(m).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders and on magnetic tape.
Retrievability:
Records in file folders are indexed by name of permittee; records on
magnetic tape are retrievable by name, by identification number
assigned by Forest Supervisor, characteristics of permittee, or type
of grazing use.
Safeguards:
Records are kept in locked government offices, magnetic tape files are
available only to persons having authorized access codes.
Retention and disposal:
Records are maintained in current file while permit is active,
transferred to closed files for 3-year period following cancellation,
and then sent to Federal Records Center for permanent retention.
System manager(s) and address:
Director of Range Management, USDA-Forest Service, PO Box 2417,
Washington, DC 20013; and/or the appropriate Regional Forester or
Forest Supervisor.
Notification procedure:
Any party may request information as to what the system contains
pertaining to himself/herself from the appropriate System Manager. If
specific locations are known, requests should be made to the Forest
Supervisor involved.
Record access procedures:
Use the same procedure as for requesting Notification.
Contesting record procedures:
Use the same procedure as for requesting Notification.
Record source categories:
Information in the system comes from individual grazing permittees, or
grazing associations, and from Forest Service records concerning
grazing allotments and permitted livestock. Race and sex of permittee
is included by District Ranger based on observation.
USDA/FS-15
System name: Manpower Programs, USDA/FS.
System location: The records for this system are located in Forest
Service offices out of which enrollees worked. The addresses of
these offices are the same as listed for the Appeals and
Administrative Review system described above.
Categories of individuals covered by the system: Persons performing
work for the Forest Service but not employed by the agency. Includes
volunteers on the National Forests, persons sponsored by other
organizations under the Comprehensive Employment and Training Act,
and persons under employment and/or training programs, such as
College Work Study, who are assigned to the Forest Service.
Categories of records in the system: File may contain any of a variety
of documents relating to the enrollee, such as correspondence about
the indvidual, application form, timekeeping records, emergency
notification data, driver qualification record, receipt for property
issued, compensation for injury forms, performance evaluation, and
other materials.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR Part 260
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by Forest Service
officials for all necessary purposes pertaining to the individual's
work for the Forest Service. This may include reporting time worked
and other information to the sponsoring organization, providing
employment confirmation and recommendations to other organizations,
and data to the Office of Worker's Compensation Programs in the
event of a compensation for injury claim. Disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Documents are maintained in regular file folders.
Retrievability: Stored alphabetically by name of person.
Safeguards: Kept in locked cabinets or locked offices.
Retention and disposal: Files are destroyed 2 years after the person
has ceased to perform work for the Forest Service unless they become
part of another system (such as Official Personnel Folder or
Compensation for Injury Claim) which is governed by other
authorities.
System manager(s) and address: Director, Division of Manpower and Youth
Conservation Programs, U.S. Department of Agriculture, Forest
Service, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him, from the organizational
unit for which he performed work. A request for information
pertaining to an individual should contain the name, address, dates
when work was performed, program under which enrolled, and location
where work was performed.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in this system comes primarily
from the individual himself, the sponsoring organization, work
supervisors, and other Forest Service officials.
USDA/FS-16
System name: Mineral Lessees and Permittees, USDA/FS.
System location: At the Forest Service headquarters offices of the
Chief, Regional Foresters, and Forest Supervisors as listed in 36
CFR 200.2, subpart A.
Categories of individuals covered by the system: Parties who have
applied for or hold mineral leases or permits issued by the Bureau
of Land Management or the Forest Service covering National Forest
System lands.
Categories of records in the system: The system consists of inter- and
intra-agency, Secretarial, Presidential and Congressional
correspondence, leases, permits, sale contracts, environmental
reports, mineral evaluations, operating plans, reclamation plans,
and pleadings.
Authority for maintenance of the system: 16 U.S.C. 520, and 30 U.S.C.
181, 351 and 601.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law or
enforcing or implementing the statute, rule, regulation or order
issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal, or regulatory in nature, and
whether arising by general statute, or by rule, regulation or order
issued thereto. Referral to a court, magistrate, or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding or which is sought in the course of discovery.
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by the name of the individual
lessee, permittee, or purchaser.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained indefinitely.
System manager(s) and address: Director, Watershed and Minerals Area
Management, Forest Service, U.S. Department of Agriculture,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from the System Manager. A
request for information pertaining to an individual should contain
name, address, State in which the lease, permit, or sale exists, and
identification number, if any.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in this system comes from the
records developed during the processing of applications, evaluations
made course of lease or permit, and from data furnished by the
individual.
USDA/FS-17
System name: Mineral Operators, USDA/FS.
System location:
At the Forest Service headquarters office of the Chief, Regional
Foresters, and Forest Supervisors as listed in 36 CFR part 200,
subpart A.
Categories of records in the system:
The system consists of inter- and intra-agency, Secretarial,
Presidential and Congressional correspondence, notices of intention to
operate, operating plans, reclamation plans, mineral evaluations,
environmental reports and pleadings.
Authority for maintenance of the system:
16 U.S.C. 478, 486, 518, 551; 36 CFR part 228.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Referral to the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law or enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute, or by
rule, regulation, or order issued thereto. Referral to a court,
magistrate, or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within the system
which constitutes evidence in that proceeding or which is sought in
the course of discovery. Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry from
the congressional office made at the request of that individual.
Disclosure may be made to commerical collection contractors for the
purpose of collecting delinquent debts as authorized by 31 U.S.C.
3718. Disclosure of the individual's name; address; taxpayer
identification number (SSN), and other information necessary to
establish the identity of the individual; the amount, status, and
history of the claim; and the agency or program under which the claim
arose may be made to a consumer reporting agency as authorized by 31
U.S.C. 3711f if a debt which arose under the terms of a permit remains
delinquent for more than 60 days. Such disclosures may include
taxpayer mailing addresses obtained from IRS as authorized by 26
U.S.C. 6103(m).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by the name of the individual operator.
Safeguards:
Records are kept in a locked office.
Retention and disposal:
Records are maintained indefinitely.
System manager(s) and address:
Director, Minerals and Geology Management, Forest Service, U.S.
Department of Agriculture, PO Box 2417, Washington, DC 20013.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him/her from the System Manager listed above. A request
for information pertaining to an individual should contain name,
address, and State in which mineral operations are located.
Record access procedures:
Use same procedures as for requesting Notification.
Contesting record procedures:
Use same procedures as for requesting Notification.
Record source categories:
Information in this system is provided by the individual, agency staff
personnel, and other organizations.
Systems exempted from certain provisions of the act:
Parties who have filed operating plans or notices of intention to
operate under authority of the 1872 mining law, or who intend to
exercise mineral rights pursuant to mineral reservations on National
Forest System lands.
USDA/FS-18
System name: Mining Claimants, USDA/FS.
System location: At the Forest Service headquarters offices of the
Chief, Regional Foresters, and Forest Supervisors as listed in 36
CFR 200.2, subpart A.
Categories of individuals covered by the system: Parties who have filed
or hold mining claims on public domain National Forest System lands.
Categories of records in the system: The system consists of inter- and
intra-agency, Secretarial, Presidential, and Congressional
correspondence, reports of mineral examination, and pleadings.
Authority for maintenance of the system: 30 U.S.C. 22.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the appropriate
agency, whether Federal State local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation, or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal, or regulatory in nature, and
whether arising by general statute, or by rule, regulation or order
issued pursuant thereto. Referral to a court, magistrate, or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system which
constitutes evidence in that proceeding, or which is sought in the
course of discovery. Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry
from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by the name of the individual
claimant.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained indefinitely.
System manager(s) and address: Director, Watershed and Minerals Area
Management, Forest Service, U.S. Department of Agriculture,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records or informaion as to whether the
system contains records pertaining to him from the System Manager. A
request for information pertaining to an individual should contain
name, address, and State in which mining claims are located.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in this system is provided by the
individual, agency staff personnel, and other organization.
USDA/FS-19
System name: Person Interested in Forestry and Related
Programs, USDA/FS.
System location: All Forest Service field locations. Addresses of
Forest Service offices are listed in the telephone directories of
the respective cities under the heading United States Government,
Department of Agriculture Forest Service.
Categories of individuals covered by the system: Persons in
communications, industry, conservation, elected office, and
communities who are known (or expressed) to have an interest in
obtaining up to date information about Forest Service activities in
forestry or natural resource related matters.
Categories of records in the system: Record includes name, address, and
kind of Forest Service activities and programs, i.e., wood, forage,
water, recreation, wildlife, land use planning, wilderness, etc., in
which the individual has demonstrated a special interest.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Keep interested persons
informed concerning current forestry or natural resource elated
activities. Disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: File cards, folders, computer.
Retrievability: Indexed by name of individual for whom address is
written.
Safeguards: File cabinets.
Retention and disposal: Retained as long as there is a current address
or evidence of continuing interest in forestry and natural resource
related matters.
System manager(s) and address: Chief, Forest Service, U.S. Department
of Agriculture, 12th and Independence, SW, Washington, DC 20250 or
responsible line officer at each field unit.
Notification procedure: An individual may request information regarding
this system of records or information as to whether the system
contains records pertaining to him from any Forest Service office,
with the one in proximity to requester's home address most likely.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Respondents on public involvement issues,
meetings, hearings, conversations, correspondence, telephone, and
published directories.
UDSA/FS-20
System name: Public Correspondence Concerning Timber
Management, USDA/FS.
System location: Records in this system are maintained by the Director
of Timber Management, Forest Service, U.S. Department of
Agriculture, 12th and Independence Ave., SW, Washington, DC 20250.
Categories of individuals covered by the system: Individuals who
correspond with the Washington Office of the Forest Service
regarding timber management affairs.
Categories of records in the system: Contains the writer's name, who
the original letter was addressed to, subject matter, record of
final disposal of letter, including author of response and date of
response.
Authority for maintenance of the system: 7 U.S.C. 1010-1031a, 16 U.S.C.
460, 471-594, 616, 694, and 1131-1136; and 33 U.S.C. 701.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in a data terminal in a locked room.
Retrievability: Records are indexed by name of individual
correspondent.
Safeguards: Records are kept in a data terminal in a locked room.
Retention and disposal: Records are retained in the data base for 1
year. An annual printout is then prepared and stored in a file.
System manager(s) and address: Director of Timber Management, Forest
Service, U.S. Department of Agriculture, Washington, DC 20250.
Notification procedure: Any individual may request information from
this system, or information as to whether the system contains
records pertaining to himself from the System Manager.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information is obtained from letters
addressed directly to the Forest Service, Division of Timber
Management or referred to it by others for reply.
USDA/FS-21
System name: Public Involvement Respondents on Forest Service
Activities, USDA/FS.
System location: Records in this system are maintained at Forest Service
Headquarters in Washington, DC, the 9 Regional Offices, 123 Forest
Supervisor Office, and 673 District Ranger Offices. The address for
the Headquarters is Forest Service, U.S. Department of Agriculture,
PO Box 2417, Washington, DC 20013; the address for Regional
Foresters and Forest Supervisors are listed in 36 CFR 200.2, subpart
A; and addresses for District Rangers are in the telephone directory
of the applicable locality under the heading, United States
Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: Volunteer respondents
in public involvement efforts related to natural resource management
issues.
Categories of records in the system: May include one or more elements of
correspondence, news clippings, questionnaires, response forms,
summary lists, oral comments.
Authority for maintenance of the system: Executive Order No. 11514,
March 5, 1970, and 42 U.S.C. 4321.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
By issue on published documents; keysort cards; magnetic tape; punched
cards; original correspondence; microfilm.
Retrievability: By issues.
Safeguards: File cabinets.
Retention and disposal: Records are retained for 2 years after the
decision is made and then destroyed.
System manager(s) and address: Director, Public Information and
Involvement, Forest Service, U.S. Department of Agriculture, PO Box
2417, Washington, DC 20013, or the appropriate Regional Forester,
Forest Supervisor, or District Ranger at the addresses specified
under Location above.
Notification procedure: Any Forest Service field office or the WO, where
the respondent gave or mailed comment or any Forest Service office
to which such comments might have been sent for review or analysis.
Identifying information should be by public involvement issue and
approximate year.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Respondents voluntarily give the information
to agency in meetings, hearings, and by correspondence.
USDA/FS-22
System name: Sawtooth National Recreation Area Certifications,
USDA/FS.
System location: Headquarters, Sawtooth National Recreation Area,
Ketchum, ID, 83340
Categories of individuals covered by the system: Any person who has
requested a certification from the Area Ranger concerning use of
private lands within the Sawtooth National Recreation Area.
Categories of records in the system: Includes an application for
Certification form and supplemental information provided by the
appellant. Information obtained by the Area Ranger and staff may
also be included. The data will describe the applicant's privately
owned land, his plans for the land, and other information relating
to the effect of the applicant's request on NRA resource values and
objectives.
Authority for maintenance of the system: 5 U.S.C. 301; 36 CFR 292.14-
292.16
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Vertical file folders.
Retrievability: Files are maintained under 5400 designation, identified
by the applicant's name, date of application, and sequential
application number.
Safeguards: Normal security for routine file material. Locked office or
file room.
Retention and disposal: Permanent.
System manager(s) and address: Area Ranger, Sawtooth National
Recreation Area, Ketchum, ID, 83340.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether this
system contains records by writing to the Area Ranger, Sawtooth NRA.
Identifying information should include the individual's name, date
of certification application, and application number.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information obtained from applicant, experts
or consultants acting on behalf of applicant, Area Ranger and Staff
through field investigation, county records, and experts and
consultants solicited by Forest Service.
USDA/FS-23
System name: Skill Needs Inventory Program (R-6), USDA/FS.
System location: This system of records is maintained by the Forest
Service Headquarters Office of Region 6 at 319 SW Pine St.,
Portland, OR, 97208, the Fort Collins Computer Center, 3825 East
Mulberry St., Fort Collins, CO, 80521, and the Region 6 Forest
Supervisor offices. The addresses for Forest Supervisors Offices are
listed in 36 CFR 200.2, subpart A.
Categories of individuals covered by the system: System involves Region
6 Forest Service employees who have permanent full time or when-
actually-employed appointments.
Categories of records in the system: The system consists of a skills
inventory written and oral examination results, certificates issued,
and training requirements for each Forest Service employee defined
under category of individuals.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Data is stored on magnetic tapes and on FS-6100-2 (Employee
Career Development Plan) and AD-281 (Request, Authorization and
Record of Training) forms.
Retrievability: Data on individual is indexed by Social Security
Number. Existing skills and skill needs are indexed by a numeric
series code which converges for an alpha readout. Data is retrieved
by computer terminals.
Safeguards: When an employee leaves the Forest Service, data concerning
him is erased from the tape, or transferred to another Government
Agency upon written request by the individual stating his name,
Social Security Number, address, and last Agency location. Access to
data on the computer is limited to those authorized and having an
assigned access code for data only within their unit. The buildings
are locked when not occupied.
Retention and disposal: Records are maintained for the duration of the
individual's employment and thereafter filed in the Federal Record
Center in accordance with approved retention schedules. Entries on
magnetic tape are eliminated when the employee leaves the
organization.
System manager(s) and address: Region 6 Regional Forester, 319 SW Pine
St., Portland, OR 97208 or the appropriate Region 6 Forest
Supervisor.
Notification procedure: An employee (past or present) may request
information as to whether or not the system contains records
pertaining to him from the appropriate Regional Forester or Forest
Supervisor. A request for information should be in writing and
should include the name, address, Social Security Number,
approximate date of last skill needs inventory record, and place of
employment at that time.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information stored in the system comes from
direct input by the employee and his work supervisor and is based on
development plans, certification exams, observed training needs, and
needs identified through the development of the program of work.
USDA/FS-24
System name: Special Use Permits, Easements, and Licenses, USDA/
FS.
System location:
Records in this system are maintained at Forest Service Headquarters
in Washington, DC, the 9 Regional Offices, 123 Forest Supervisor
Offices, and 673 District Ranger Offices. The addresses for the
Headquarters office, Regional Foresters, and Forest Supervisors are
listed in 36 CFR part 200, subpart A; and addresses for District
Rangers are in the telephone directory of the applicable locality
under the heading, United States Government, Department of
Agriculture, Forest Service.
Categories of individuals covered by the system:
Any person holding a special use permit, easement or license
authorizing use or occupancy of National Forest System land or land
administered for National Forest purposes.
Categories of records in the system:
The records include information on the specific use or activity which
the individual is authorized to conduct as reflected in inspections of
the use or activity, qualifications and competence to perform the use
or activity, and financial resources such as liability insurance and
performance bonds. Other circumstances reflecting the conduct of the
activity or use, negotiations on tenure and performance, etc., may be
included.
Authority for maintenance of the system:
16 U.S.C. 472 and 551; 36 CFR 251.50 through 251.64.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Disclosure may be made to commercial collection contractors for the
purpose of collecting delinquent debts as authorized by 31 U.S.C.
3718. Disclosure of the individual's name; address; taxpayer
identification number (SSN), and other information necessary to
establish the identity of the individual; the amount, status, and
history of the claim; and the agency or program under which the claim
arose may be made to a consumer reporting agency as authorized by 31
U.S.C. 3711f if a debt which arose under the terms of a permit,
easement, or license remains delinquent for more than 60 days. Such
disclosures may include taxpayer mailing addresses obtained from IRS
as authorized by 26 U.S.C. 6103(m).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Primarily vertical file folders. Some case files or parts of files may
be maintained on microfilm, aperture cards, etc.
Retrievability:
Files are maintained under various sub-parts of Title 2700 of the
Forest Service filing system, identified by the kind of case (special
use permit, easement, license, etc)., permittee's name, and date of
permit (etc.) issuance. Applications and pending permits are
maintained in the same manner except are designated Pending or
Application.
Safeguards:
Normal security for routine file material. Locked office or file room.
Retention and disposal:
Upon termination of use or activity, case is closed. Transferral to
closed files at end of fiscal year. Majority of cases are retained
permanently although some issued under Ranger District or Forest
Supervisor authority are specified for disposal from 5 to 50 years
depending upon type of use.
System manager(s) and address:
Director of Lands, Forest Service, U.S. Department of Agriculture, PO
Box 2417, Washington, DC 20013, and the appropriate Regional Forester,
Forest Supervisor, or District Ranger whose addresses are the same as
under System Location.
Notification procedure:
Any individual may request information regarding the system of
records, or information as to whether it contains records about him/
her by writing to the office at which the individual's special use
permit, easement, or license was issued. Identifying information
should include the kind of case (special use permit, easement, or
license), permittee's name, date of issuance, and location of
permitted use or activity.
Record access procedures:
Use same procedures as for requesting Notification.
Contesting record procedures:
Use same procedures as for requesting Notification.
Record source categories:
Information obtained from the individual, consultants contracted by
the individual, Forest Service personnel in course of inspection and
administration of the activity or use, and Forest Service consultants
and technical experts.
USDA/FS-25
System name: Temporary Employee Performance and Training
Record, USDA/FS.
System location: Records in this system are maintained at Forest
Service Headquarters in Washington, DC, the 9 Regional Offices, 8
Forest and Range Experiment Stations, the Forest Products
Laboratory, the Institute of Tropical Forestry, 123 Forest
Supervisor Offices, and 673 District Ranger Offices. The address for
the Headquarters is Forest Service, U.S. Department of Agriculture,
12th and Independence Avenue, SW, Washington, DC 20250; the
addresses for Regional Foresters, Forest and Range Experiment
Stations, Forest Products Laboratory, Institute of Tropical
Forestry, and Forest Supervisors are listed in 36 CFR 200.2, subpart
A; and addresses for District Rangers are in the telephone directory
of the applicable locality under the heading, United States
Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: Forest Service
Employees with temporary appointment.
Categories of records in the system: Performance evaluations; training
planned and completed on a crew or group basis as well as
individually; may also include an employment history and a copy of
the latest hiring action. The system is similar to the Employee
Development Record but less formal.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Respond to reference checks
from potential employers or supervisors, and referral of performance
records to schools or colleges when the individual was recruited
through a special student employment program. Disclosure may be made
to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Folders in files of the unit where individual worked.
Retrievability: By name.
Safeguards: Kept in locked files in locked offices.
Retention and disposal: Upon termination of employment, record is
transferred to closed files where it is retained for 3 years and
then destroyed.
System manager(s) and address: Director, Personnel Management Staff;
USDA Forest Service; 1621 N. Kent St., Arlington, Virginia 22209.
(Mailing address--USDA Forest Service, Washington, DC 20250.)
Notification procedure: Any individual may request information
concerning himself from this system from the unit where he worked.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in this system comes from the
temporary employee and his supervisors.
USDA/FS-26
System name: Trespass and Claims, USDA/FS.
System location:
At the Forest Service headquarters offices of the Chief and the
Regional Foresters. The addresses of these offices are listed in 36
CFR part 200, subpart A.
Categories of individuals covered by the system:
Individuals who file claims against the Forest Service pursuant to the
Federal Tort Claims Act, the Military Personnel and Civilian
Employees' Act of 1964 and the various Forest Service Claims Acts:
Also individuals against whom the Forest Service has filed claims
pursuant to the Federal Claims Collection Act; and individuals who
claim title to National Forest System lands pursuant to the Adjustment
of Land Titles Act, Quiet Claim Act, Color of Title Act, Wisconsin
Land Title Act or the Real Property-Quiet Title Act.
Categories of records in the system:
The system consists of complete files on individual claims, including
claim forms, police reports, investigation and accident reports,
statement of witnesses, agency reports, and financial data of
individuals subject to a claim of the Forest Service.
Authority for maintenance of the system:
7 U.S.C. 2253; 16 U.S.C. 502, 556c and 574; 28 U.S.C. 2409a and 2671-
2680; 31 U.S.C. 3701, 3711, 3721, 3723, and 43 U.S.C. 872, 1068 and
1221.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Referral to Office of the General Counsel for advice or settlement;
referral to Department of Justice for defense of a lawsuit brought
against the United States or its officers, or the filing of suit for
the recovery of claims by USDA. Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Disclosure may be made to commercial collection contractors for the
purpose of collecting delinquent debts as authorized by 31 U.S.C.
3718. Disclosure of the individual's name; address; taxpayer
identification number (SSN), and other information necessary to
establish the identity of the individual; the amount, status, and
history of the claim; and the agency or program under which the claim
arose may be made to a consumer reporting agency as authorized by 31
U.S.C. 3711f if a debt which arose from the trespass or claim remains
delinquent for more than 60 days. Such disclosures may include
taxpayer mailing addresses obtained from IRS as authorized by 26
U.S.C. 6103(m).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by name of individual claimant or trespasser.
Safeguards:
Records are kept in a locked office.
Retention and disposal:
Records are retained until the statutory limitations for the filing of
such claim or suit arising therefrom has expired; then they are
destroyed.
System manager(s) and address:
Director, Fiscal and Accounting Management, Forest Service, U.S.
Department of Agriculture, PO Box 2417, Washington, DC 20013, or the
appropriate Regional Director of Fiscal and Accounting Management at
the addresses specified under System Location above.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him/her from the Director, Fiscal and Accounting
Management, Forest Service, U.S. Department of Agriculture,
Washington, DC, or the appropriate Regional Director of Fiscal and
Accounting Management at the address referenced under System Location.
If the specific location of the record is not known, the individual
should address his request to the Director of Fiscal and Accounting
Management, who if necessary, will refer it to the appropriate
Regional office. A request for information pertaining to an individual
should contain name, address, and particulars involved (i.e., the date
of the action giving rise to the claim or trespass, date claim or
trespass was filed, correspondence, etc.)
Record access procedures:
Use same procedures as for requesting Notification.
Contesting record procedures:
Use same procedures as for requesting Notification.
Record source categories:
Information in this system comes primarily from claimant's witnesses,
agency employees, and investigative personnel.
USDA/FS-27
System name: Youth Conservation Corps (YCC) Enrollee Medical
Records, USDA/FS.
System location: Forest Service Office responsible for administration
of the YCC camp. Addresses of these offices are the same as listed
under 36 CFR 200.2 subpart A.
Categories of individuals covered by the system: Current and former YCC
enrollees.
Categories of records in the system: Medical History Forms, Accident
Injury and Medical Treatment Forms, and Parental Permission portion
of the application forms.
Authority for maintenance of the system: 16 U.S.C. 1703
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Disclosure to a
Federal, State or local agency maintaining civil, criminal or other
relevant enforcement information or other pertinent information,
such as current licenses, if necessary to obtain information
relevant to an agency decision concerning the hiring or retention of
an employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant or other benefits. (2)
Disclosure to a Federal agency, in response to its request in
connection with the hiring or retention of an employee, the issuance
of a security clearance, the reporting of an investigation of an
employee, the letting of a contract, or the issuance of a license,
grant, or other benefit by the requesting agency, to the extent that
the information is relevant and necessary to the requesting agency's
decision on the matter. Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry
from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in file folders.
Retrievability: Indexed by name of enrollee.
Safeguards: Stored in metal filing cabinets in locked office.
Retention and disposal: Manual records are maintained for 3 years.
Everything is then destroyed, except accident forms and medical
treatment forms. These are retained permanently or until such time
as enrollee may submit a claim.
System manager(s) and address: Director, Staff of Manpower and Youth
Conservation Programs, U.S. Department of Agriculture, Forest
Service, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Forest Service
organizational unit where the YCC camp was located. The addresses
for these offices are in 36 CFR 200.2, subpart A. A request for
information pertaining to an individual should contain name,
address, dates when work was performed, program under which
enrolled, and location where work was performed.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in this system comes primarily
from the individual himself, medical doctor, and camp official
compiling accident or injury information.
USDA/FS-28
System name: Youth Conservation Corps (YCC) Enrollee Payroll
Records, USDA/FS.
System location: YCC Adminstrative Services Center, Bureau of
Reclamation, PO Box 11568, Salt Lake City, UT, 84147.
Categories of individuals covered by the system: Current and former YCC
Enrollees.
Categories of records in the system: UC-507, Pay Notification Form
information on magnetic tapes.
Authority for maintenance of the system: 16 U.S.C. 1703.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Payroll purposes for
current enrollees. (2) Disclosure to a Federal, State or local
agency maintaining civil, criminal or other relevant enforcement
information or other pertinent information, such as current
licenses, if necessary to obtain information relevant to any agency
decision concerning the hiring or retention of an employee, the
issuance of a security clearance, the letting of a contract, or the
issuance of a license, grant or other benefit. (3) Disclosure to a
Federal agency, in response to its request, in connection with the
hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or
benefit by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter. ``Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Current and past UC-507 Forms information on magnetic tape and
printouts.
Retrievability: Tapes heels are coded by number.
Safeguards: Tapes are stored in a tape file and vault while printouts
are stored in locked metal filing cabinets.
Retention and disposal: Current payroll information is purged from
magnetic tapes at the termination of the program after being
transferred to a single magnetic tape which is retained permanently.
Printouts are destroyed after 5 years.
System manager(s) and address: Director, Staff of Manpower and Youth
Conservation Programs, U.S. Department of Agriculture, Forest
Service, Washington, DC 20250; Director, Office of Manpower Training
and Youth Activities, Department of the Interior, Office of the
Secretary, Washington, DC 20240.
Notification procedure: Any individual may obtain information about the
system of records, or whether it contains records about him by
writing to the appropriate System Manager listed above. Inquiries
should state name, address, and camp in which enrolled.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: The records in this system originated from
the individual on whom the record is maintained and from camp staff.
USDA/FS-29
System name: Youth Conservation Corps (YCC) Enrollee Records,
USDA/FS.
System location: Forest Service Office responsible for administration
of the YCC Camp. Addresses of these offices are the same as listed
under 36 CFR 200.2, subpart A.
Categories of individuals covered by the system: Current and former YCC
Enrollees.
Categories of records in the system: Current enrollees: Application
Forms, Medical History Forms; copies of UC-507 Forms; Evaluation of
enrollee's performance by camp staff; Accident and Injury Forms.
Past enrollees: List of names and addresses. Current alternates:
Application Forms.
Authority for maintenance of the system: 16 U.S.C. 1702
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Enrollee participation
record for school credit. (2) Disclosure to a Federal, State or
local agency maintaining Civil, Criminal or other relevant
enforcement information or other pertinent information, such as
current licenses, if necessary to obtain information relevant to an
agency decision concerning the hiring or retention of an employee,
the issuance of a security clearance, the letting of a contract, or
the issuance of a license, grant or other benefit. (3) Disclosure to
a Federal agency, in response to its request, in connection with the
hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or other
benefit by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter. Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in file folders.
Retrievability: Indexed by name of enrollee.
Safeguards: Stored in metal filing cabinets in locked office.
Retention and disposal: Records are maintained until the end of the
current program. At termination, a list of the names and addresses
of enrollees is retained, while the parental permission portion of
the Application Form, Medical History Form and any Accident Forms
are retained. All other information in the system of records is
destroyed. The list of enrollee names and addresses is retained for
5 years and then destroyed. The application forms of current
alternates are destroyed at the termination of the current program.
System manager(s) and address: Director, Staff of Manpower and Youth
Conservation Programs, U.S. Department of Agriculture, Forest
Service, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him, from the organizational
unit for which he performed work. A request for information
pertaining to an individual should contain: Name, address, dates
when work was performed, program under which enrolled, and location
where work was performed.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in this system comes primarily
from the individual himself, the sponsoring organization, work
supervisors, and other Forest Service officials.
USDA/FS-30
System name: Youth Conservation Corps (YCC) Recruitment System,
USDA/FS.
System location: Office of the YCC recruiter in each State. Address of
the State recruiters may be obtained each year by writing to the
System Managers as listed below.
Categories of individuals covered by the system: Youth between the ages
of 15 and 18 who file an application to attend a Forest Service,
Department of the Interior, or State grant YCC camp with one of the
named recruiters.
Categories of records in the system: The system consists of application
forms submitted by eligible youth.
Authority for maintenance of the system: 16 U.S.C. 1703
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Selection is made from
among applications of all eligible applicants. Persons selected are
either offered employment in a YCC camp or placed on a substitute
list to be used in case of declinations. Applications of those
selected are sent to camps operated by the Forest Service,
Department of the Interior, States, Counties, Cities, and other sub-
grantees for use in the YCC Enrollee File subsystem.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Medium of storage is the applications themselves.
Retrievability: Applications are filed alphabetically by name of
individual applicant.
Safeguards: Records are kept in office files available to responsible
officials only.
Retention and disposal: Records on non-selected applicants are disposed
of by September 31 of each year.
System manager(s) and address: Director, Division of Manpower and Youth
Conservation Programs, U.S. Department of Agriculture, Forest
Service, Washington, DC 20250; and Director, Office of Manpower
Training and Youth Activities, Department of the Interior, Office of
the Secretary, Washington, DC 20240.
Notification procedure: Any individual may request information
regarding the system of records, or information as to whether it
contains records about him by writing to the appropriate System
Managers listed above.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: The YCC application form prepared by the
applicant and any additions or corrections thereto, also prepared by
the applicant, and additional information as may be added to the
file by the State recruiter concerning the applicant's selection,
nonselection, or declination.
USDA/FS-31
System name: Youth Conservation Corps (YCC) Research Files,
USDA/FS.
System location: Institute for Social Research, University of Michigan,
Ann Arbor, MI 48106
Categories of individuals covered by the system: A random sample of 600
1973 YCC enrollees.
Categories of records in the system: The file contains questionnaire
responses, environmental education scores, and verbal skills test
data.
Authority for maintenance of the system: 16 U.S.C. 1705
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: None
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: File is on a magnetic tape.
Retrievability: Data on each person is identified by a case number. It
can be retrieved by matching the case number with a mailing list
containing case numbers, name and address.
Safeguards: Kept in locked files and only the System Manager and other
research staff have access to the mailing list.
Retention and disposal: Files are being retained indefinitely for
possible future longitudinal studies of long range benefit.
System manager(s) and address: Donna A. Lingwood, Institute for Social
Research, The University of Michigan, Ann Arbor, MI, 48106.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from: Director, Division
of Manpower and Youth Conservation Programs, U.S. Department of
Agriculture, Forest Service, Washington, DC 20250; Director, Office
of Manpower Training and Youth Activities, Department of the
Interior, Office of the Secretary, Washington, DC 20240. A request
for information pertaining to an individual should contain name,
address, dates when work was performed, program under which
enrolled, and location where work was performed.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in this system comes primarily
from the individual himself, the sponsoring organization, work
supervisors, and other Forest Service officials.
USDA/FS-32
System name: Professional Registration and Professional Society
Affiliation, Engineering--Related Personnel--Eastern Region--USDA/
FS.
System location: Office of the Regional Forester, Headquarters, Eastern
Region, USDA Forest Service, 633 West Wisconsin Avenue, Milwaukee,
Wisconsin, and at National Forest Headquarters at the following
location: Allegheny National Forest, Warren, PA; Chequamegon
National Forest, Park Falls, WI; Chippewa National Forest, Cass
Lake, MN; Green Mountain National Forest, Rutland, VT; Hiawatha
National Forest, Escanaba, MI; Huron-Manistee National Forest,
Cadillac, MI; Monongahela National Forest, Elkins, WV; National
Forests in Missouri, Rolla, MO; Nicolet National Forest,
Rhinelander, WI; Ottawa National Forest, Ironwood, MI; Shawnee
National Forest, Harrisburg, IL; Superior National Forest, Duluth,
MN; Wayne-Hoosier National Forest, Bedford, IN; White Mountain
National Forest, Laconia, NH.
Addresses at each field office are listed in the telephone directories
of the respective cities listed above under the heading, ``United
States Government, Department of Agriculture, Forest Service, National
Forest Supervisor.''
Categories of individuals covered by the system: Forest Service
employees of the Eastern Region who presently are Registered
Professional Engineers, Engineers-in-Training, Registered Land
Surveyors, Engineers and/or Technicians presently affiliated with an
Engineering-related professional or technical society or
organization are included in this system of records.
Categories of records in the system: The system consists of a directory
listing Registered Professional Engineers, Engineers-in-Training,
Registered Land Surveyors, including the name of the State(s) and
the Year(s) acquired. The directory also lists the ``Professional
Society Affiliations'' of Land Surveyors and Engineering employees,
including society name, category of membership and responsibility.
Authority for maintenance of the system: 5 U.S.C. 0301; 7 CFR 02.60.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Promoting Professional
Registration and involvement in Professional and/or Technical
societies; and (2) providing assistance (through the directory
listing) to employees currently seeking professional registration;
and (3) providing recognition of employees' efforts in these
endeavors.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: The directory (records) in the form of a spiral-bound booklet
is maintained at the applicable address(s) listed above. Also, each
individual whose name appears in the directory receives a copy for
his personal use.
Retrievability: The directory (records) is indexed by organizational
unit within the Region and by name of individual listed therein.
Safeguards: Since a copy of this directory is sent to all the
individuals listed in it, no identifiable safeguards exist.
Employees are instructed to treat the directory as an Official
Forest Service document for in-service only.
Retention and disposal: The directory (record) is maintained for the
duration of an employee's registration or society affiliation. All
information is deleted when (1) the employee is no longer employed
within the region; (2) is no longer registered and/or is no longer
affiliated with a professional society.
System manager(s) and address: Director, Engineering Staff Group,
USDA--Forest Service, Eastern Region, 633 West Wisconsin Avenue,
Milwaukee, Wisconsin 53203.
Notification procedure: Any Eastern Region employee, past or present,
may request information regarding this directory system, or
information as to whether the system contains records pertaining to
him from the Director, Engineering Staff Group, at the address
above, Telephone 414-224-3602, or the appropriate Forest Supervisor
at the address previously listed. A request for information
pertaining to an individual should contain: Name and address, Unit
Headquarters and Particulars involved, i.e., Registered Surveyor,
Registered Engineer, etc.
Record access procedures: Any individual may obtain information as to
the procedure for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Information in this system comes primarily
from individual employees, the employee's supervisor, and line and
staff officers.
USDA/FS-33
System name: Law Enforcement Investigation Records, USDA/FS.
System location: Records in this system are maintained at Forest
Service Headquarters in Washington, DC, the nine Regional Offices
and 123 Forest Supervisor Offices. The address for the Headquarters
is Forest Service, U.S. Department of Agriculture, 12th and
Independence Avenue, SW., Washington, DC 20250; the addresses for
Regional Foresters and Forest Supervisors are listed in 36 CFR
200.2, subpart A.
Categories of individuals covered by the system: Subjects: Individuals
against whom allegations of wrongdoing have been made. Principals:
Individuals not named as subjects, but yet may be responsible for
alleged violations. Complainants: Those who allege wrongdoing.
Others: Those closely connected with the matter of investigation.
Categories of records in the system: Files containing investigative and
other reports, correspondence, informal notes, statements of
witnesses, names, addresses, social security records and dates of
birth.
Authority for maintenance of the system: 16 U.S.C. 559.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to appropriate
agency, whether Federal, State, or local, charged with the
responsibility of investigating or prosecuting a violation of law,
rule, regulation, or order issued pursuant thereto, of any record
within this system when information available indicates a violation
or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto; (2) referral to a court, magistrate, or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system which
constitutes evidence in that proceeding, or which is sought in the
course of discovery; (3) referral to the Department of Justice for
the defense of suits against the United States or its officers, or
for the institution of suits for the recovery of claims by the
United States Department of Agriculture; (4) referral to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Data is stored on magnetic media and vertical file folders.
Retrievability: Files are maintained under 5340 designation, identified
by the individual's name.
Safeguards: Staff are instructed to allow access to authorized persons
only. The files are kept in locked file cabinets.
Retention and disposal: Files are retained indefinitely.
System manager(s) and address: Director, Fiscal and Accounting
Management Staff, USDA--Forest Service, Washington, DC 20250 or the
appropriate Regional Forester or Forest Supervisor at the address
specified above.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (3)(4)(G), (H), (I), and (f).
See 7 CFR 1.23. This exemption will only be used to maintain the
efficacy and integrity of lawful investigations, and to prevent
access to certain law enforcement files which would alert subjects
of investigations that their activities are being scrutinized and
thus allow them time to take measures to prevent detection of
illegal action or escape prosecution. Any individual who feels,
however, that he has been denied any right, privilege or benefit for
which he would otherwise be eligible as a result of the maintenance
of such material may request access to the material. Such requests
should be addressed to the appropriate system manager.
USDA/FS-34
System name: Land Adjustments (Purchase, Donation, Exchange),
USDA/FS.
System location: Records in this system are maintained at Forest
Service Headquarters in Washington, DC, the nine Regional Offices,
the ten Experiment Station Offices, Forest Supervisor Offices, and
District Ranger Offices. The address for the Headquarters is Forest
Service, U.S. Department of Agriculture, 12th and Independence
Avenue, SW, Washington, DC 20250; the addresses for Regional
Foresters, Station Directors and Forest Supervisors are listed in 36
CFR 202.2, subpart A; and addresses for District Rangers are in the
telephone directory of the applicable locality under the heading,
United States Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: Individuals who sell,
donate, or exchange lands or interests in lands to or with the
United States through the Forest Service, USDA.
Categories of records in the system: The system consists of complete
files on individual land adjustment cases, including appraisal
reports and justification statements for the land adjustment action
being taken.
Authority for maintenance of the system: 40 U.S.C. 257, 16 U.S.C. 515-
517, 16 U.S.C. 485-486; 16 U.S.C. 569, 16 U.S.C. 555, 40 U.S.C.
258a, 7 U.S.C. 1010, 1011(c), 7 U.S.C. 428a(a), 43 U.S.C. 315g-1, 16
U.S.C. 555a, 16 U.S.C. 1131-1136, 16 U.S.C. 4601-9, 16 U.S.C. 484a,
42 U.S.C. 4601(6) 4601(8), 4621, 4622, 4651, 4653, National Trails
16 U.S.C. 1241-1249, Wild and Scenic Rivers 16 U.S.C. 1271-1287,
National Recreation Areas 16 U.S.C. 460p et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referred to (1) Department
of Justice for (a) filing condemnation in court and (b) for
information in suits filed against the Government, (2) Bureau of
Land Management for review of cases involving exchange of public
domain lands, (3) Bureau of Outdoor Recreation for review in
authorizing use of land and water conservation funds, (4) Treasury
Department for tax purposes, (5) Federal Power Commission for
licensing of Federal Power Commission projects, (6) Environmental
Protection Agency for preparation of environmental statements, (7)
Corps of Engineers for information on joint land acquisition
projects, (8) General Accounting Office for review of specific
cases, (9) Congressional Committees and members of congress for (a)
National Forest Reservation Commission for approval of Weeks Law
purchases or exchanges, and (b) to appropriation committees for
budget purposes, (10) State and local governments for (a) compliance
with OMB Circular A-95 and (b), for compliance with the Rare and
Endangered Species Act and the Historic and Cultural Preservation
Act.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable field
offices and the Washington Office.
Retrievability: Records are indexed by name of individual involved in
land adjustment case.
Safeguards: Records are kept in a locked official government office.
Retention and disposal: Records are retained at the applicable office
until the cases are closed, at which time one combined record is
retained by the applicable Regional Office for a period of twenty-
five years, except for deeds and title papers which are retained
permanently at the applicable Field Offices.
System manager(s) and address: Director, Lands, Forest Service, USDA,
Washington, DC 20250 and designees at Region, Station, Forest,
Ranger, Research Work Units and Project Headquarters Offices when
applicable.
Notification procedure: Any individual may request information
regarding this system of record or information as to whether the
system contains a record pertaining to him from the Director, Lands,
Forest Service, USDA, Washington, DC, telephone 703-235-8212. He
will advise the individual of the locations of any records and the
local designated individual responsible for those records at the
appropriate Field Offices. A request for information pertaining to
an individual should contain:
Name, address, and any available particulars involved in the specific
case, i.e., name of owner of properties, location of property and
dates of any correspondence, if available, etc.
Record access procedures: Use same procedures as for requesting
notifications.
Contesting record procedures: Use same procedures as for requesting
notification.
Record source categories: Information in this system comes primarily
from individual landowners, employees of the agency or agencies to
which cases are referred and contract real property appraisers or
consultants which they hire.
USDA/FS-35
System name: Congressional Correspondence Records, USDA/FS.
System location: Records in this system are maintained at Forest
Service Headquarters in Washington, DC, the 9 Regional Offices, the
10 Experiment Station Offices, Area Offices, Forest Supervisor
Offices, and District Ranger Offices. The address for the
Headquarters is: Forest Service, U.S. Department of Agriculture,
12th and Independence Avenue, SW, Washington, DC 20250; the
addresses for Regional Foresters, Station Directors, Area Offices,
and Forest Supervisors are listed in 36 CFR 200.2, subpart A; and
addresses for District Rangers are in the telephone directory of the
applicable locality under the heading, U.S. Government, Department
of Agriculture, Forest Service.
Categories of individuals covered by the system: Current Members of the
House of Representatives and U.S. Senate.
Categories of records in the system: Files containing congressional
letters with attached congressional constituent correspondence;
copies of FS responses to written correspondence from congressional
members; Congressional Record and newpaper clipping of statements
made by Members of Congress on forestry, forestry legislation or the
Forest Service; statistical data on Forest Service activities in the
congressional district or State, that is, payments to States and
counties from national forest receipts, by congressional district,
county, State, and national forest acreage by congressional
district, county and State; copies of letters to the record by
Forest Service officials summarizing meetings with Congressmen and/
or visits to Forest Service offices and National Forest System land
by Members and Committees of Congress and their staffs, and
biographies of Members of Congress.
Authority for maintenance of the system: 5 U.S.C. 201; 16 U.S.C. 582a--
582a-7; U.S.C. 1601-1610.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: To Members of Congress to
enable them to (1) respond to constituents, (2) judge the agency's
response to the constituent, (3) obtain factual information on
National Forest acreage, Forest Service projects, receipts to States
and local governments by district or State, (4) to prepare
statements on forestry legislation and issues.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are stored in individual file folders.
Retrievability: Material is filed alphabetically by name.
Safeguards: All information in this file is a matter of public record
and subject to the Freedom of Information Act. Special safeguards
are not required.
Retention and disposal: Files are retained until a Member leaves
Congress. Within the files, copies of correspondence are retained
for 12 months. Factual material on Forest Service activities in the
District or State are updated annually and previous material
destroyed. Statements made in the Congressional Record are retained
in the file until the entire file is destroyed.
System manager(s) and address: Director, Legislative Affairs, Forest
Service, U.S. Department of Agriculture, 12th and Independence
Avenue, SW., Washington, DC 20250; appropriate Regional Information
Officer; appropriate National Forest Administrative Officer.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him by contacting the
appropriate system manager.
Record access procedures: A request for information pertaining to an
individual should contain: Name, address, and any available
particulars involved in the specific case, that is, dates of
correspondence, subject matter, et cetera.
Contesting record procedures: Use same procedures as for notification.
Record source categories: Records in this system come from U.S.
Congressmen and replies from within the agency; attachments to
congressional correspondence from constituents, newspapers, the
Congressional Record, and Forest Service records.
USDA/FS-36
System name: Certified Timber Sale Administrators, USDA/FS.
System location: Forest Service Regional Headquarters and/or Forest
Supervisor Headquarters. The addresses for these offices are listed
in 36 CFR 200.2, subpart A.
Categories of individuals covered by the system: Employees certified as
administrators of timber sale contracts.
Categories of records in the system: Name; grade, and date of
individual's certification. Includes record of certification action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management at
addresses listed above.
Notification procedure: Requests should be directed to the system
manager.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Forest Service records of administration
experience and training.
USDA/FS-37
System name: Certified Timber Appraisers, USDA/FS.
System location: Office of the Regional Foresters, Forest Supervisors,
and the Forest Manager, Savannah River Plant, Aiken, SC 29801; the
addresses for these offices are listed in 36 CFR 200.2, subpart A.
Categories of individuals covered by the system: Employees certified to
appraise timber for sale.
Categories of records in the system: Name, grade, and date of
individual's certification. Includes record of certification action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management at
addresses listed above.
Notification procedure: Send requests for information to the system
manager.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Forest Service records of appraisal
experience, training, and written, oral or applied examinations.
USDA/FS-38
System name: Certified Check Scaler, USDA/FS.
System location: Records in this system are maintained at the Southern
Regional Office, 15 Forest Supervisor Offices and 1 Forest Manager
Office. The address of the Southern Regional Office is: Forest
Service, USDA, 1720 Peachtree Road, NW, Atlanta, GA 30309. The
Forest Supervisor Offices are listed in 36 CFR 200.2, subpart A,
under Region 8, Southern Region. The address for the Forest Manager
is: Forest Manager, Savannah River Plant, PO Box A, Aiken, SC 29801.
Categories of individuals covered by the system: Employees qualified
and authorized to check work of timber workers.
Categories of records in the system: Name, grade, and date of employees
certification. Includes record of certification.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management at
addresses listed above.
Notification procedure: Send requests for information to the
appropriate system manager.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Forest Service records of administration
experience, training, oral, and applied examination.
USDA/FS-39
System name: Certified Timber Marker, USDA/FS.
System location: At headquarters of 15 Forest Supervisor Offices in
Region 8, Southern Region, as listed in 36 CFR 200.2, subpart A, and
one Forest Manager Office. The address for the Forest Manager is:
Forest Manager, Savannah River Plant, PO Box A, Aiken, SC 29801.
Categories of individuals covered by the system: Employees qualified to
mark and make volume estimates of trees for sale.
Categories of records in the system: Name, grade, and date of
individual's certification. Includes record of certification action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management at
addresses listed above.
Notification procedure: Send requests to the appropriate system
manager.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Forest Service Records of administration
experience and training.
USDA/FS-40
System name: Certified Power Saw Operator, USDA/FS.
System location: At headquarters of 15 Forest Supervisor Offices in
Region 8, Southern Region, as listed in 36 CFR 200.2, subpart A, and
one Forest Manager Office. The address for the Forest Manager is:
Forest Manager, Savannah River Plant, PO Box A, Aiken, SC 29801.
Categories of individuals covered by the system: Employees who qualify
as saw operators.
Categories of records in the system: Name, grade, and date of
individual's certification. Includes record of certification action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management at
addresses listed above.
Notification procedure: Send requests to the appropriate system
manager.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Forest Service records of administration
experience, training. Information may also come from written, oral,
and applied examination.
USDA/FS-41
System name: Certified Pesticide Applicators, USDA/FS.
System location: Records in this system are maintained at the Southern
Regional Office and 15 Forest Supervisor Offices and one Forest
Manager Office. The address of the southern Regional Office is:
Forest Service, USDA, 1720 Peachtree Road, NW, Atlanta, GA 30309.
The Forest Supervisor Offices are listed in 36 CFR 200.2, subpart A,
under Region 8, Southern Region. The address for the Forest Manager
is: Forest Manager, Savannah River Plant, PO Box A, Aiken, SC 29801.
Categories of individuals covered by the system: Forest Service
employees who have completed the necessary training to qualify as
pesticide applicators.
Categories of records in the system: Name, grade, and date of
certification and organization. Includes record of certification
action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Range, Timber, and Wildlife,
Forest Service, USDA, 1720 Peachtree Road, NW, Atlanta, GA 30309,
and the appropriate Forest Supervisor or Forest Manager at the
address specified above.
Notification procedure: Any employee may request information regarding
the system of records, or information as to whether the system
contains records pertaining to him from the system manager. A
request for information should contain the name, grade, date of
certification, and organization.
Record access procedures: Use same Procedures as for requesting
notification.
Contesting record procedures: Use same procedures as for requesting
notification.
Record source categories: Forest Service Records of Pesticide
Application experience and training obtained from information in
employee's personnel file information in this system may also come
from written, oral and applied examinations.
USDA/FS-42
System name: Certified Prescriptionists, USDA-FS.
System location: At appropriate Regional headquarters and appropriate
Forest Supervisor Offices and one Forest Manager Office. The
addresses are listed in 36 CFR 200.2, subpart A. The address for the
Forest Manager is: Forest Manager, Savannah River Plant, PO Box A,
Aiken, SC 29801.
Categories of individuals covered by the system: Forest Service
employees who have completed the necessary training to qualify as
Prescriptionists.
Categories of records in the system: Name, grade, and date of
certification and organization. Includes record of certification
action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Forest Supervisors and Forest Manager at
the address specified above.
Notification procedure: Any employee may request information regarding
the system of records or information as to whether the system
contains records pertaining to him from the system manager. A
request for information should contain name and date of
certification.
Record access procedures: Use same procedures as for requesting
notification.
Contesting record procedures: Use same procedures as for requesting
notification.
Record source categories: Forest Service records of prescription
experience and training obtained from information in the employee's
personnel file. Information in the system may also come from
written, oral, and applied examinations.
USDA/FS-43
System name: Emergency Fire Mobilization Plan Directory, USDA/
FS.
System location: Records are kept by the Fire Management staff, Forest
Service, U.S. Department of Agriculture, Washington, DC 20250, and
by the respective Regional Office, Forest Supervisor's Office, and
Ranger District Office where the individual is employed.
Categories of individuals covered by the system: Employees and
cooperators who are involved in wildland fire suppression.
Categories of records in the system: The system may include names,
working titles, fire-job qualifications, home addresses and
telephone numbers of these individuals.
Authority for maintenance of the system: 16 U.S.C. 551, 5 U.S.C. 301; 7
CFR 2.60
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosed to Federal,
State, and local agencies involved in wildland fire protection
activities, including but not limited to the Forest Service, Bureau
of Land Management, Bureau of Indian Affairs, National Park Service,
State Forestry Organizations, and Rural Fire Departments, so that
the individuals and their assigned fire crews can be called upon for
emergency duty.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Information may be kept on file cards, loose-leaf or bound
fire mobilization plans, pocket-sized directories, and may be placed
on magnetic trap, drums, or disks at Forest Service computer
facilities.
Retrievability: System may be indexed by organization, geographic area
of residence, fire/job qualifications, or by last name.
Safeguards: Records do not contain information that is considered
highly confidential so they may be kept in a general file and in ADP
storage systems.
Retention and disposal: The information in this system will be
maintained currently. Out of date information will be kept in the
general files for 10 years and then destroyed.
System manager(s) and address: Directors of Fire Management in the
Washington Office and Regional Offices, Forest Fire Management Staff
Officers, and District Rangers.
Notification procedure: An employee can obtain the information from the
Washington Office, Regional Office, Forest Supervisor's Office, or
Ranger District Office under which he is or had been employed. If
the specific location of the record is not known the individual may
direct his request to the Director of Fire Management in Washington
or in the Regional Office of the geographic area where he was
employed. A request for information from this system should include
name, address, place, period of employment, and position held.
Record access procedures: Use same procedures as for requesting
notification.
Contesting record procedures: Use same procedures as for requesting
notification.
Record source categories: The information in this system comes
primarily from the individual, from other in-service documents, or
from supervisory personnel.
USDA/FS-44
System name: Pilot Qualification Record, USDA/FS.
System location: Records in this system are maintained at the Forest
Service headquarters of the nine Regional Offices. Addresses are
listed in 36 CFR 200.2, subpart A.
Categories of individuals covered by the system: Pilots employed by
contractors, aircraft equipment rental vendors, and self-employed
pilots providing aviation services to the USDA/FS.
Categories of records in the system: Form 5700-2, Pilot Qualification
Record, which includes pilot licenses, ratings, medical examination,
flying experience and training, accident records, any records of
unsatisfactory performance, and evaluation checkflights and any
other data bearing upon the suitability of a pilot.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referred to Bureau of Land
Management and Office of Aircraft Services who contract for similar
services.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Vertical file folders.
Retrievability: Indexed by the name of the individual.
Safeguards: Records are in the general files in a locked office.
Retention and disposal: Records are updated currently as needed and
then filed in the National Archives in accordance with standard
procedures. Names may be added or deleted from the list, as
appropriate.
System manager(s) and address: Regional Aviation Officers located at
the addresses listed above.
Notification procedure: Any individual may request information as to
whether he is on the list by writing the system manager. A request
for information pertaining to an individual should contain name, FAA
pilot license number, and information as to previous employers while
performing services for the agency.
Record access procedures: Use same procedures as for requesting
notification.
Contesting record procedures: Use same procedures as for requesting
notification.
Record source categories: Information in this system comes from
Regional Aviation Officers, Contracting Officers, and pilot
inspectors.
USDA/FS-45
System name: Accident Notification System, USDA/FS.
System location: The records in this system are maintained in the
Forest Service Headquarters Office in Washington, DC, Regional
Offices, Forest Supervisor's Offices, and District Ranger Offices.
Addresses of Forest Service offices are listed in the telephone
directories of the respective cities under the heading: U.S.
Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: Forest Service
personnel involved in accident investigations.
Categories of records in the system: The system includes names, working
titles, office and home telephone numbers.
Authority for maintenance of the system: 29 CFR part 1900, Section 19,
Occupational Safety and Health Act.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual. Home telephone numbers are published in Forest Service
Manuals.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders or loose-leaf binders.
Retrievability: Records are indexed by last name.
Safeguards: Records do not contain information that is considered
highly confidential, so they may be kept in a general file.
Retention and disposal: The information in this system will be
maintained currently; out-of-date information will be destroyed.
System manager(s) and address: Director of Personnel Management, Forest
Service, U.S. Department of Agriculture, Room 910 RP/E, PO Box 2417,
Washington, DC 20013.
Notification procedure: Any individual may request information
regarding this system of records from the Washington Office Safety
and Health Group, Regional Office, Forest Supervisor's Office, or
District Ranger's Office.
Record access procedures: Use same procedures as for requesting
notification.
Contesting record procedures: Use same procedures as for requesting
notification.
Record source categories: The information in this system comes
primarily from the individual and from other In-Service documents.
USDA/FS-46
System name: Independent Appraisers, USDA/FS.
System location: Office of the Director of Lands, Forest Service, USDA,
Washington, DC and those of the Director's designees located in each
Regional Forester's office and offices of Forest Supervisors,
District Ranger's offices, and Project Headquarters of the Forest
Service, USDA. Addresses of the field offices are listed in the
telephone directory in the various communities where the
headquarters are located under the heading: U.S. Government,
Department of Agriculture, Forest Service.
Categories of individuals covered by the system: Appraisers who desire
to contract their services with the Forest Service, USDA.
Categories of records in the system: Individual qualifications for
appraisal assignments: Educational background, appraisal courses
taken, professional designations, qualifications as expert witness,
clients and list of types of property appraised, years of appraisal
experience, sample of work, and any other information the appraiser
might provide to reflect his qualifications.
Authority for maintenance of the system: 40 U.S.C. 257, 16 U.S.C. 515-
517, 7 U.S.C. 428a (a), 42 U.S.C. 4601 (6), (8), 4621, 4622, 4651,
4653, and other applicable purchase and exchange laws.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable field
offices and the Washington Office.
Retrievability: Records are indexed by name of individual.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained and updated as long as
there is a sufficient contracting need for the information. When
there is no further need for contracting appraisal services or the
period between contracting is such that there is no need is to
maintain information on available appraisers, the file is destroyed.
System manager(s) and address: Director of Lands, Forest Service, USDA,
Washington, DC, or his designee at the Regional Forester's offices,
offices of Forest Supervisors, Ranger Districts, or Project
Headquarters.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains a record pertaining to him from the Director of
Lands, Forest Service, USDA, Washington, DC. Telephone 703-235-8212.
The individual will be advised of the location of any records and
the local designated individual responsible for those records. A
request for information pertaining to an individual should contain:
Name, address, and any available particulars involved in the
specific case.
Record access procedures: Use same procedure described under
notification procedures.
Contesting record procedures: Use same procedure described under
notification procedures.
Record source categories: Information in this system is provided
voluntarily by the independent appraisers, and may include
information extracted from previous contracts.
USDA/FS-47
System name: Forest Service Placement Availability System, USDA/
FS.
System location: The records in this system are maintained at the Forest
Service headquarters in Washington, DC, Regional Offices, Forest
Supervisors' Offices, the Fort Collins Computer Center (FCCC) in
Fort Collins, Colorado, and Research Experiment Stations located
throughout the country. The address for the headquarters is Forest
Service, U.S. Department of Agriculture, 12th and Independence
Avenue SW, Washington, DC 20013. The address of all other Forest
Service offices may be found in 36 CFR 200.2, subpart A, or in the
telephone directory of the applicable locality under the heading,
United States Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: Non-temporary Forest
Service employees in all General Schedule series grades GS-1 through
GS-15 and all General Merit series grades GM-13 through GM-15, who
are presently covered by the Forest Service Merit Promotion Plan and
located in organizational units that have a Placement Availability
System.
Categories of records in the system: The system includes information on
the above employees' availability for lateral reassignment--
geographic availability, duration of current assignment, functional
specialties for which available, reasons for desired move,
restrictions, employee's name, social security number, current job
category, past work experience codes, and supervisor's comments. It
also provides each employee with an opportunity to indicate
availability for short-term project assignments away from the
regular work site and availability to be nominated by management for
competitive promotional opportunities.
Authority for maintenance of the system: 5 CFR 335.102.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to a
Congressional office from the record of an individual in response to
an inquiry from the Congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records may be stored at FCCC in magnetic tape, disk or other
formats, as well as on input forms prepared by covered employees
which may be stored manually in file folders.
Retrievability: Records are indexed by employees' last name, social
security number, organizational unit, category of availability, and
category of organizational interest.
Safeguards: Records are kept in either locked filing cabinets or in
computer files which are accessible only by special code.
Retention and disposal: Records will be maintained on individuals in the
Forest Service or organizational units which elect to have a
Placement Availability System. Records may be maintained on
employees who have voluntary applications or file for lateral
reassignment to organizational units which elect a Placement
Availability System. Records will be destroyed on individuals who
leave organizational units which have a Placement Availability
System.
System manager(s) and address: Director of Personnel Management, Forest
Service, U.S. Department of Agriculture, Room 910 RP-E, PO Box 2417,
Washington, DC 20013, or the appropriate Regional Personnel Officer
or the appropriate Research Station Assistant Director for
Administrative Support Services.
Notification procedure: Any employee may request information regarding
the system of records, or information as to whether the system
contains records pertaining to him or her from the system manager. A
request for information should contain the individual's name and
social security number and organizational unit.
Record access procedures: Use same procedures as for requesting
notification.
Contesting record procedures: Individual records may be amended or
updated at any time, as the individual employee desires. Any part of
an employee's record may be contested by that individual. The
servicing personnel office will provide procedural advice.
Record source categories: The information in the records is furnished by
the individual employee, the employee's immediate supervisor and/or
unit supervisor.
USDA/FS-48
System name: YCC Long-term Benefit Evaluation, USDA/FS.
System location: Rocky Mountain Forest and Range Experiment Station, 240
West Prospect Street, Fort Collins, CO 80521.
Categories of individuals covered by the system: Former YCC enrollees
and their parents or guardians, unsuccessful applicants to the YCC
program and their parents or guardians, and individuals in
communities local to YCC camps.
Categories of records in the system: Name and address of above persons,
signed statement of person's willingness to participate in the
study, identification number for each person (not social security
number), responses on questionnaires completed at each phase of the
study by respondents. Questionnaires will solicit information from
respondents on the benefits of the YCC program to the enrollees, to
the parents to the community, and to society in general. This
information will pertain to the following broad classes of benefits:
a. Increased awareness and appreciation of the environment.
b. Improved work habits and work skills.
c. Improved ability to get along with others.
d. Increased self-confidence.
e. Improvement in the enrollee's basic orientation to life (greater
awareness of and direction toward life goals, more physically fit,
etc.).
f. Other related benefits of lesser significance.
Questionnaires will also solicit demographic information (race, sex,
age, education, etc.) from enrollees.
Authority for maintenance of the system: 16 U.S.C. 1701-1706.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Disclosure may be made to
Colorado State University and the U.S. Department of the Interior.
Disclosure may be made to a Congressional Office from the records of
an individual in response to an inquiry from the Congressional
Office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Information will be kept on keypunch cards or data tapes.
Retrievability: Names and addresses of respondents will be kept for the
purpose of mailing questionnaires only. An ID number will be
assigned to each individual and will be used to determine who has or
has not returned the questionnaire and to trace the changes in
responses. Names and/or addresses of the respondents will not be
associated with the responses on the questionnaires in any way.
Safeguards: The information on respondents obtained in the study is not
potentially damaging, but all information will be kept in a small
locked room. People who will have access to the information will be
those directly involved with the evaluation study; the two principal
investigators, the project director, two research assistants and the
computer programmer and keypuncher. All personnel involved with the
study will be instructed on the proper handling of the data.
Retention and disposal: The names and addresses will be destroyed by
December 30, 1983. The remaining statistical data will be maintained
indefinitely.
System manager(s) and address: Director, Human Resource Programs, USDA,
Forest Service, 12th and Independence, Washington, DC 20013.
Notification procedure: Any individual may request information regarding
the system of records, or information as to whether the system
contains records pertaining to him by contacting the system manager.
Record access procedures: To obtain information on the procedure for
obtaining access to the records, write to system manager using the
above address.
Contesting record procedures: Use the same procedures as for record
access.
Record source categories: Names and addresses of enrollees from lists of
enrollees at each camp; parents of enrollees from the enrollees
whose names are obtained from the camp lists; unsuccessful
applicants maintained by YCC administrators in Washington, DC and
from lists of unsuccessful applicants maintained by agencies in
those states not included in the Washington, D.C. list; parents of
unsuccessful applicants from the unsuccessful applicants;
individuals in communities near YCC camps from those involved in the
YCC program and others who would be aware of the people in the
communities local to YCC camps who are knowledgeable about the
program and could provide valuable information on the program's
benefits; other categories are self-explanatory.
USDA/FS-49
System name: USDA/FS-49, Roster of Forestry and Natural
Resources Expertise.
System location:
The records in this system are maintained at the office of the USDA,
Forest Service, International Forestry Staff, PO Box 96090,
Washington, DC 20013-6090.
Categories of individuals covered by the system:
The system includes records of individuals from local, State and
Federal agencies, the private sector, and the university community who
are seeking international assignments in forestry or natural resources
with the Forest Service, the United States Agency for International
Development, the United States Peace Corps, or other cooperating
agencies and organizations.
Categories of records in the system:
The system consists of a summary of each applicant's qualifications, a
resume or other documentation providing detailed information relative
to education and/or experience, and related correspondence. The system
will also contain the addresses and phone numbers where individuals
can be contacted.
Authority for maintenance of the system:
5 U.S.C. 1302; 7 U.S.C. 1736; and 22 U.S.C. 2386-2388, 2392, 2513.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Information from this system of records is used by authorized
agency officials to identify and locate qualified forestry and natural
resources professionals for international assignments. Information is
made available to agency contracting offices to determine if Federal
employees with required qualifications are available for specific
international assignments, or to initiate development of an
acquisition and to facilitate competitive selection in the issuance of
agency acquisitions. Referral of information is also made to
authorized individuals of other Federal agencies or international
organizations seeking technically qualified individuals in the fields
of forestry and natural resources, and to current U.S. Agency for
International Development contractors seeking qualified professionals
to perform authorized international forestry and natural resources
tasks for United States Government agencies;
(2) Disclosure to the Department of Justice for use in litigation when
USDA, or any component thereof; or any employee of USDA in his or her
official capacity; or any employee of USDA in his or her individual
capacity where the Department of Justice has agreed to represent the
employee; or the United States, where USDA determines the litigation
is likely to affect USDA or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by USDA to be relevant
and necessary to the litigation, provided, however, that in each case,
USDA determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected;
(3) Disclosure in a proceeding before a court or adjudicative body
before which USDA is authorized to appear, when USDA or any component
thereof; or any employee of USDA in his or her official capacity; or
any employee of USDA in his or her individual capacity where USDA has
agreed to represent the employee; or the United States, where USDA
determines that litigation is likely to affect USDA or any of its
components, is a party to litigation or has an interest in such
litigation and USDA determines that use of such records is relevant
and necessary to the litigation, provided, however, that in each case,
USDA determines that disclosure of the records to the court is a use
of the information contained in the records that is compatible with
the purpose for which the records were collected;
(4) Referral to the appropriate agency, where Federal, State, local,
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute, or
particular program statute, or by rule, regulation, or order issued
pursuant thereto;
(5) To answer congressional inquiries made at the request of the
individual from whose record information is disclosed.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders at the agency address listed
above; qualification summaries are maintained in an automated database
for easy retrieval.
Retrievability:
Paper records are indexed alphabetically and/or by identification
number. Automated records may be retrieved by experience, education,
language capability, employment status or other criteria required for
the successful conduct of proposed assignments or acquisitions.
Safeguards:
All records containing personal information are maintained in secured
file cabinets and in secured computer rooms.
Retention and disposal:
Until the National Archives and Records Administration determines an
appropriate retention and disposal schedule for these records, they
will be retained indefinitely in accordance with Forest Service
Handbook 6209.11, Records Management Handbook.
System manager(s) and address:
Special Projects Coordinator, Forestry Support Program, International
Forestry Staff, USDA Forest Service, PO Box 96090, Washington, DC
20013-6090.
Notification procedure:
Individuals may request information regarding this system of records,
or information as to whether the system contains records pertaining to
them from the Special Projects Coordinator, Forestry Support Program
(address above). A request for information should contain name,
address, and particulars involved (for example, the date of action
giving rise to the inquiry or complaint).
Record access procedures:
Individuals who wish to gain access to or amend records pertaining to
themselves should submit a written request to the Special Projects
Coordinator, Forestry Support Program (address above). The envelope
and letter should be marked ``Privacy Act Request.''
Contesting record procedures:
Same as record access procedures.
Record source categories:
Information in this system comes from applicants for agency
acquisition or Federal employees interested in international forestry
or natural resources development assignments.
USDA/FS-50
System name: Skills Bank Data Base, USDA/FS.
System location:
USDA/FS, Pacific Southwest Forest and Range Experiment Station
(Station), 1960 Addison Street, Berkeley, California 94704.
Categories of individuals covered by the system:
All FS permanent employees assigned to the Pacific Southwest Region
and to the Pacific Southwest Forest and Range Experiment Station.
Categories of records in the system:
A skills bank data form, containing the name, social security number,
position title, series, grade, career goals and aspirations,
knowledge, skills, abilities, work history, and education of FS
employees.
Authority for maintenance of the system:
5 U.S.C. 301, 7 U.S.C. 2201, and 42 U.S.C. 2000e-16, et seq.
Purpose(s):
Assistance in eliminating underrepresentation of women within each
General Schedule job series represented within the regional workforce
and at each grade level therein and assistance in effective human
resource management by encouraging more qualified applicants for
vacancies and certain details.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
There are no routine uses for this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Skills Bank Data Base records are stored for computers on disks,
magnetic tape, and other electronic media accessible only by password.
Retrievability:
Records can be accessed by data entry number; computer address, name,
social security number (obtained voluntarily and used for purposes of
verification only), position title, current pay plan, series and job
grade; career goals; education; work experience, and knowledge, skills
and abilities.
Safeguards:
On-line access to Skills Bank Data Base data is controlled by password
protection, and is limited to those names entered into a controlled
pool of names of persons with designated access authority in the
Region. These are either the persons who have been assigned to access
the Skills Bank data base or those supervisors who have agreed to do
so. At the Station, access is limited to the Director, Assistant
Directors, Project Leaders, Group Leaders, Administrative Officer or
Business Management Assistant.
Retention and disposal:
Until the National Archives and Records Administration determines an
appropriate retention and disposal schedule for these records, they
will be retained indefinitely in accordance with the FS Handbook
6209.11, Records Management Handbook.
System manager(s) and address:
Group Leader of Statistics and Computer Services, Pacific Southwest
Station, 1960 Addison Street, Berkeley, California 94704.
Notification procedure:
An individual may request information as to whether the system
contains records pertaining to him or her by signing on to a locally-
based computer terminal and viewing his or her own record. The
employee can then print out the data. Individuals not employed in the
Pacific Southwest Region or Station may obtain this information by
written request to the System Manager.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
See notification procedure, above. An employee, having obtained and
printed his or her own record, may make corrections on the printed
record and forward the corrected record to the appropriate Personnel
Office for correction of the record in the data base. Further
information may be obtained by making a written request to the system
manager. USDA regulations on contesting contents of records and
appealing initial determinations are set forth at 7 CFR 1.100-1.123.
Record source categories:
Information in these records is obtained directly from the individuals
in the system.
USDA/FS-51
System name:
USDA/FS-51 Electronic Corpsmember Information System (ELCID).
System location:
The records in this system are maintained at the 18 United States
Department of Agriculture (USDA), Forest Service (FS), Job Corps
Centers:
Anaconda Job Corps Center, 1407 Foster Creek Road, Anaconda, Montana
59711
Angell Job Corps Center, 335 NE Blodgett Road, Yachats, Oregon 97498
Blackwell Job Corps Center, Route 1 Box 233A, Laona, Wisconsin 54541
Boxelder Job Corps Center, PO Box 110, Nemo, South Dakota 57759
Cass Job Corps Center, HC 63 Box 219, Ozark, Arkansas 72949
Curlew Job Corps Center, 3090-100 Bamber Creek Road, Waconda,
Washington 98859
Flatwoods Job Corps Center, Route 1 Box 211, Coeburn, Virginia 24220
Frenchburg Job Corps Center, HCR 68 Box 935, Mariba, Kentucky 40345
Golconda Job Corps Center, Route 1 Box 104A, Golconda, Illinois
62938
Jacobs Creek Job Corps Center, 984 Denton Valley Road, Bristol,
Tennessee 37620-1430
Lyndon B. Johnson Job Corps Center, 466 Job Corps Road, Franklin,
North Carolina 28734
Ouachita Job Corps Center, Route 1, Royal, Arkansas 71968
Pine Knot Job Corps Center, Pine Knot, Kentucky 42635
Pine Ridge Job Corps Center, HC 75 Box 39-F, Chadron, Nebraska 69337
Schenck Job Corps Center, 98 Schenck Drive, Pisgah Forest, North
Carolina 28768
Timber Lake Job Corps Center, 59868 East Hwy 224, Estacada, Oregon
97023
Trapper Creek Job Corps Center, 5139 West Fork Road, Darby, Montana
59829
Wolf Creek Job Corps Center, 2010 Opportunity Lane, Glide, Oregon
97443
Categories of individuals covered by the system:
The system covers students who are enrolled in FS Job Corps Centers.
Categories of records in the system:
The system consists of the name, social security number, address,
phone number, date of birth, date of entry, race, legal guardian,
recruiter, test scores from the Test of Adult Basic Education,
educational progress, vocational progress, Job Corps Center progress,
behavioral reports, leave record, dormitory assignment, and pay
status.
Authority for maintenance of the system:
5 U.S.C. 301 and Title IV-B of and the Job Training Partnership Act,
as amended, 29 U.S.C. 1691, et seq.
Purpose(s):
The FS Job Corps Centers will use the information in this system of
records to design more effective and efficient training for students
enrolled in FS Job Corps Centers.
Routine uses of records maintained in the system, including categories
of users and purpose of such use:
(1) USDA may disclose information in this system of records to the
United States Department of Justice (DOJ) for use in litigation, if
USDA, or any component thereof, determines that the use of such
records by DOJ is relevant and necessary to the conduct of the
litigation and that disclosure of the information to DOJ is compatible
with the purpose(s) for which the records were collected where any of
the following are parties to the litigation or have an interest that
would be affected by the litigation:
(a) USDA, or any component thereof;
(b) Any USDA employee acting in an official capacity;
(c) Any USDA employee acting in an individual capacity whom DOJ has
agreed to represent; or
(d) The United States, if USDA determines that the litigation is
likely to affect USDA or any of its components.
(2) USDA may disclose information in this system of records in a
proceeding before a court or other adjudicative body before which USDA
is authorized to appear, if USDA or any component thereof determines
that disclosure of the records to the court or other adjudicative body
is a use that is compatible with the purpose(s) for which the records
were collected, where USDA determines that the information is relevant
and necessary to the conduct of the litigation and any of the
following are parties to the litigation or have an interest that would
be affected by the litigation:
(a) USDA, or any component thereof;
(b) Any USDA employee acting in an official capacity;
(c) Any USDA employee acting in an individual capacity whom DOJ has
agreed to represent; or
(d) The United States, if USDA determines that the litigation is
likely to affect USDA or any of its components.
(3) When available information indicates a violation or potential
violation of civil, criminal, or administrative law arising by statute
or rule, regulation, or order, USDA may refer any record within this
system to the appropriate Federal, State, local or foreign agency
charged with the responsibility of investigating or prosecuting a
violation of law or of enforcing a statute, or rule, regulation or
order issued thereto.
(4) USDA may disclose information from the record of an individual
contained in this system in response to an inquiry from a
congressional office made at the request of that individual.
(5) USDA may disclose information (name, address, social security
number, date of birth, date of entry, education progress, vocational
progress, test scores, and pay status) from this system of records to
the appropriate officials of the United States Department of Labor
(DOL) who maintain the Student Pay Allowance and Management
Information Data Base (SPAMIS) in San Marcos, Texas, for the purpose
of paying students their living allowances and incentive bonuses.
Policies and practice for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage:
Records will be maintained on computer magnetic tapes, disk, or other
electronic format, as well as in file folders.
Retrievability:
Records will be indexed and retrieved by names and social security
numbers.
Safeguards:
All records containing personal information will be maintained in
secured file cabinets and secured computer rooms or tape libraries
which can only be accessed by authorized personnel. Electronic access
to records is controlled through a system of computer access
identification and authorization utilizing passwords. Access to the
data is controlled by the data base management system.
Retention and disposal:
Records will be retained or disposed of in accordance with the
retention periods contained in the DOL Policy and Requirements
Handbook Chapter 8, Section 5.3. whose standards the Forest Service
has agreed to adopt. The records are maintained at the FS Job Corps
Center for 3 years after the students complete their stay at the
Center.
System manager(s) and address:
The FS Washington Office Job Corps Branch Chief will be the system
manager. The address is: Job Corps Branch Chief, Human Resource
Programs, USDA Forest Service, PO Box 96090, Washington, DC 20090.
Notification procedure:
Individuals will be able to request information regarding them
contained in this system of records, or information as to whether the
system contains records pertaining to them from the Center Director of
the appropriate Center. Center addresses are listed in the previous
section called System Location. A request for information should
contain the name, address, social security number, and approximate
dates the student was enrolled at the Center, and any details that aid
in defining the desired information.
Record access procedures:
Individuals will be able to obtain information on the procedures for
gaining access to records in the system which pertain to them by
contacting the Center Director at the appropriate Center. The envelope
and letter should be marked ``PRIVACY ACT REQUEST.''
Contesting records procedures:
The same procedures will be used as for record access.
Record source categories:
Information in this system will come primarily from interviews with
the students who enrolled in a FS Job Corps Center. Information will
also be obtained from test results and from measurements made against
vocational accomplishment criteria and from other progress measuring
devices that a Center uses.
National Agricultural Statistics Service
Editorial note: By Pub. L. 103-354, all activities of the NASS are
assigned to the Cooperative State Research Education, and Extension
Service.
USDA/NASS-1
System name: Administrative Records Systems, USDA/NASS.
System location:
Input records are located in Headquarters (Washington, DC) and State
Statistical Offices at the following locations:
Montgomery, AL 36104
Palmer, AK 99645
Phoenix, AZ 85012
Little Rock, AR 72201
Sacramento, CA 95814
Lakewood, CO 80215
Dover, DE 19901
Orlando, FL 32803
Athens, GA 30613
Honolulu, HI 96814
Boise, ID 83712
Springfield, IL 62702
West Lafayette, IN 47907
Des Moines, IA 50309
Topeka, KS 66683
Louisville, KY 40202
Baton Rouge, LA 70806
Annapolis, MD 21401
Lansing, MI 48904
St. Paul, MN 55107
Jackson, MS 39204
Columbia, MO 65202
Helena, MT 59626
Lincoln, NE 68508
Reno, NV 89557
Concord, NH 03301
Trenton, NJ 08625
Las Cruces, NM 88001
Albany, NY 12235
Raleigh, NC 27611
Fargo, ND 58102
Columbus, OH 43215
Oklahoma City, OK 73105
Portland, OR 97204
Harrisburg, PA 17110
Columbia, SC 29201
Sioux Falls, SD 57117
Nashville, TN 37204
Austin, TX 78701
Salt Lake City, UT 84116
Richmond, VA 23219
Olympia, WA 98501
Charleston, WV 25312
Madison, WI 53713
Cheyenne, WY 82001
Addresses of each State Statistical Office are listed in the telephone
directories of the respective cities, under the heading ``United
States Government, Department of Agriculture, National Agricultural
Statistics Service (NASS),'' or ``(State) Agricultural Statistics
Service.'' Magnetic tapes are located in the Martin Marietta Data
System (MMDS) file, Orlando, Florida.
Categories of individuals covered by the system:
All Federal and State employees of NASS and employees of the National
Association of State Departments of Agriculture (NASDA) who work on
NASS surveys.
Categories of records in the system:
Employee's name, home address, telephone number, Social Security
Number, salary rate, accumulated salary for the year, accumulated
hours worked, and accumulated travel expenses which include per diem,
travel, and total miles traveled.
Authority for maintenance of the system:
5 U.S.C. 301 and 7 U.S.C. 2204.
Purpose(s):
To maintain a record of earnings for each NASS and NASDA employee who
works on NASS surveys.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Information in the system for NASDA employees is made available to
the contractor chosen to process and disburse salary and travel
checks.
(2) Disclosure may be made to the Department of Justice (DOJ), to a
court, or other tribunal, or another party before such tribunal, when
NASS, any component thereof, or any employee of NASS in his or her
official capacity, any NASS employee in his or her individual capacity
where DOJ (or NASS where it is authorized to do so) has agreed to
represent the employee, or the United States where NASS determines
that the litigation is likely to directly affect the operations of
NASS or any of its components, is a party to litigation or has an
interest in such litigation, and NASS determines that the use of such
records by DOJ, the court or other tribunal, or the other party before
such tribunal is relevant and necessary to the litigation, provided,
however, that in each case, NASS determines that such disclosure is
compatible with the purposes for which the records were collected.
(3) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
(4) Disclosure may be made to a private firm for the purpose of
collating, analyzing, aggregating, or otherwise maintaining or
servicing the records in the system. Such contractor will be required
to maintain Privacy Act safeguards with respect to the records.
(5) Disclosure may be made to State Statistical Office employees
performing functions for NASS pursuant to agreements between NASS and
their respective State governments.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Source documents (ADM-008, ADM-009, and NAS-011) are retained in the
State Statistical Offices specified above. Machine readable data are
located in MMDS file, Orlando, Florida. Each office is able to access
only its own files.
Retrievability:
The master employee file is indexed by employee number assigned by
each Headquarters and State Statistical Office.
Safeguards:
Source documents are kept in file cabinets in the offices listed
above. These offices are always locked when unoccupied. Magnetic tapes
are stored in an area to which access is limited to authorized
personnel of MMDS network. The NASS contract with MMDS contains
provisions for (1) Network Data Integrity and Security, (2) Physical
Security, and (3) Data Security.
Retention and disposal:
Two files in this system are handled in the following manner:
(1) Biweekly data file--After initial usage, storage on tape and
retained for 1 year.
(2) Master employee data file--Inactive employee records are deleted
at the end of each fiscal year.
System manager(s) and address:
Administrator, NASS, USDA, Washington, DC 20250-2000, or the State
Statistician for each State Statistical Office at the address
specified above.
Notification procedure:
Any individual working in a NASS office or as a NASDA employee on a
NASS survey since 1975 may request information as to whether this
system contains records pertaining to him or her by contacting the
system manager at the address specified above. The written request for
information should contain: Name, address, name of system of records,
and most recent dates of employment with NASS or NASDA.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in this system which pertains to him or her by
submitting a request to the system manager specified above.
Record source categories:
Information in this system comes from time and mileage forms (ADM-008,
ADM-009, and NAS-011), attendance forms, and employment forms (SF-171
and NAS-001).
Exemptions claimed for the system:
None.
USDA/NASS-2
System name: Agricultural Survey Program, USDA/NASS.
System location:
Completed survey questionnaire forms are located in State Statistical
Offices at the following locations:
Montgomery, AL 36104
Phoenix, AZ 85012
Little Rock, AR 72201
Sacramento, CA 95814
Lakewood, CO 80215
Orlando, FL 32803
Athens, GA 30613
Honolulu, HI 96814
Boise, ID 83712
Springfield, IL 62702
West Lafayette, IN 47907
Des Moines, IA 50309
Topeka, KS 66683
Louisville, KY 40202
Baton Rouge, LA 70806
Annapolis, MD 21401
Lansing, MI 48904
St. Paul, MN 55107
Jackson, MS 39204
Columbia, MO 65202
Helena, MT 59626
Lincoln, NE 68508
Reno, NV 89557
Concord, NH 03301
Trenton, NJ 08625
Las Cruces, NM 88001
Albany, NY 12235
Raleigh, NC 27611
Fargo, ND 58102
Columbus, OH 43215
Oklahoma City, OK 73105
Portland, OR 97204
Harrisburg, PA 17110
Columbia, SC 29201
Sioux Falls, SD 57117
Nashville, TN 37204
Austin, TX 78701
Salt Lake City, UT 84116
Richmond, VA 23219
Olympia, WA 98501
Charleston, WV 25312
Madison, WI 53713
Cheyenne, WY 82001
Addresses of each State Statistical Office are listed in the telephone
directories of the respective cities under the heading ``United States
Government, Department of Agriculture, National Agricultural
Statistics Service (NASS),'' or ``(State) Agricultural Statistics
Service.'' Magnetic tapes are located in the Martin Marietta Data
System (MMDS) file, Orlando, Florida.
Categories of individuals covered by the system:
Farmers and ranchers operating in selected small land areas and a
sample of farmers and ranchers selected from the Agency's List
Sampling Frame.
Categories of records in the system:
Farm operator's Social Security Number/Employer Identification Number.
Authority for maintenance of the system:
7 U.S.C. 2204.
Purpose(s):
The Farm Operator's Social Security Number/Employer Identification
Number is requested to assist in identifying duplication of names on
the Agency's List Frame.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Data are provided to the Department of Commerce, Bureau of the
Census, for mail list evaluation for periodic Census of Agriculture.
(2) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
(3) Disclosure may be made to a private firm for the purpose of
collating, analyzing, aggregating, or otherwise maintaining or
servicing the records in this system. Such contractor will be required
to maintain Privacy Act safeguards with respect to the records.
(4) Disclosure may be made to State Statistical Office employees
performing functions for NASS pursuant to agreements between NASS and
their respective State governments.
(5) Disclosure may be made to cooperators and grantees performing
statistical research for NASS pursuant to cooperative agreements,
cost-reimbursement agreements, or grants between NASS and the
respective cooperators and grantees.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Questionnaires are retained in the State Statistical Offices specified
above. Machine readable data are located in the MMDS file, Orlando,
Florida. Each office is able to access only its own files.
Retrievability:
Questionnaires and magnetic tapes are indexed by the location of the
selected small land areas or by a List Sampling Frame record ID
assigned by each office.
Safeguards:
Questionnaires are kept in locked file cabinets in the offices listed
above. These offices are always locked when unoccupied. Magnetic tapes
are stored in an area to which access is limited to authorized
personnel of the MMDS network. The NASS contract with MMDS contains
provisions for (1) Network Data Integrity and Security, (2) Physical
Security, and (3) Data Security.
Retention and disposal:
Questionnaires are kept for 30 days after the primary survey is
summarized. Edited raw data input for summary programs are retained 14
months on the MMDS network and then destroyed.
System manager(s) and address:
The Deputy Administrator for operations, NASS, USDA, Washington, DC
20250-2000, or the State Statistician for each State Statistical
Office at the address specified above.
Notification procedure:
Any individual may request information as to whether the system
contains records pertaining to him or her by contacting the system
manager at the address specified above. The request for information
should contain: Name, address, name of system of records, and year
that the questionnaire was completed.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in this system which pertains to him or her by
submitting a request to the system manager specified above.
Record source categories:
Information in this system comes solely from farmers and ranchers who
responded to NASS's Agricultural Survey Program.
System claimed from certain provisions of the Act:
None.
USDA/NASS-3
System name: Personnel Data Base, USDA/NASS.
System location:
Input coding sheets and output listings are stored in the Personnel
Division, Economics Management Staff, USDA, Washington, DC 20250-3500.
Magnetic tapes are located in the Martin Marietta Data System (MMDS)
file, Orlando, Florida.
Categories of individuals covered by the system:
Employees in the following position classification series: 334, 1529,
and 1530.
Categories of records in the system:
Employee's Social Security Number, job series, grade, age, service
computation date, beginning date of work for National Agricultural
Statistics Service (NASS), work experience, training, and awards.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
To maintain an employment record on each employee of NASS in the
classification series listed above.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Disclosure may be made to the Department of Justice (DOJ), to a
court, or other tribunal, or another party before such tribunal, when
NASS, any component thereof, or any employee of NASS in his or her
official capacity, any NASS employee in his or her individual capacity
where DOJ (or NASS where it is authorized to do so) has agreed to
represent the employee, or the United States where NASS determines
that the litigation is likely to directly affect the operations of
NASS or any of its components, is a party to litigation or has an
interest in such litigation, and NASS determines that the use of such
records by DOJ, the court or other tribunal, or the other party before
such tribunal is relevant and necessary to the litigation, provided,
however, that in each case, NASS determines that such disclosure is
compatible with the purposes for which the records were collected.
(2) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
(3) Disclosure may be made to a private firm for the purpose of
collating, analyzing, aggregating, or otherwise maintaining or
servicing the records of this system. Such contractor will be required
to maintain Privacy Act safeguards with respect to the records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Input coding sheets and output listings are stored in the office
specified above. Machine readable data are located in the MMDS file,
Orlando, Florida.
Retrievability:
Records are indexed by Social Security Number.
Safeguards:
Source documents are kept in locked file cabinets in the offices
listed above. Magnetic tapes are stored in an area to which access is
limited to authorized personnel of the MMDS network. The NASS contract
with MMDS contains provisions for (1) Network Data Integrity and
Security, (2) Physical Security, and (3) Data Security.
Retention and disposal:
A review is made each quarter. Records which are no longer needed are
destroyed.
System manager(s) and address:
Administrator, NASS, USDA, Washington, DC 20250-2000.
Notification procedure:
Any individual may request information as to whether the system
contains records pertaining to him or her by contacting the system
manager at the address specified above. A written request for
information should contain: Name, address, name of system of records,
and any other pertinent information that will help identify the file.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in this system which pertains to him or her by
submitting a request to the system manager specified above.
Record source categories:
Information in this system comes from SF-52, Request for Personnel
Action; SF-182, Request, Authorization, Agreement and Certification of
Training; and AD-287-2, Recommendation and Approval of Cash Award or
Quality Increase.
System exempted from certain provisions of the Act:
None.
USDA/NASS-4
System name: Agricultural Labor Survey, USDA/NASS
System location:
Survey questionnaires are located in State Statistical Offices at the
following locations:
Montgomery, AL 36104
Palmer, AK 99645
Phoenix, AZ 85012
Little Rock, AR 72201
Sacramento, CA 95814
Lakewood, CO 80215
Orlando, FL 32803
Athens, GA 30613
Honolulu, HI 96814
Boise, ID 83712
Springfield, IL 62702
West Lafayette, IN 47907
Des Moines, IA 50309
Topeka, KS 66683
Louisville, KY 40202
Baton Rouge, LA 70806
Annapolis, MD 21401
Lansing, MI 48904
St. Paul, MN 55107
Jackson, MS 39204
Columbia, MO 65202
Helena, MT 59626
Lincoln, NE 68508
Reno, NV 89557
Concord, NH 03301
Trenton, NJ 08625
Las Cruces, NM 88001
Albany, NY 12235
Raleigh, NC 27611
Fargo, ND 58102
Columbus, OH 43215
Oklahoma City, OK 73105
Portland, OR 97204
Harrisburg, PA 17110
Columbia, SC 29201
Sioux Falls, SD 57117
Nashville, TN 37204
Austin, TX 78701
Salt Lake City, UT 84116
Richmond, VA 23219
Olympia, WA 98501
Charleston, WV 25312
Madison, WI 53713
Cheyenne, WY 82001
Addresses of each State Statistical Office are listed in the telephone
directories of the respective cities under the heading ``United States
Government, Department of Agriculture, National Agricultural
Statistics Service (NASS),'' or ``(State) Agricultural Statistics
Service.'' Magnetic tapes are located in the Martin Marietta Data
System (MMDS) file, Orlando, Florida.
Categories of individuals covered by the system:
A sample of farmers and ranchers selected from the Agency's List and
Area Sampling Frames.
Categories of records in the system:
(1) Number of hours worked in the survey week by the farm operator and
any partners, (2) number of unpaid family members working during
survey week, (3) hours worked by unpaid family members, and (4) farm
operator's Social Security Number/Employer Identification Number.
Authority for maintenance of the system:
7 U.S.C. 2204.
Purpose(s):
Hours worked by farm operator and unpaid family members provide a
meaningful comparison of employment with non-agricultural sector. The
farm operator's Social Security Number/Employer Identification Number
is requested to assist in identifying duplication of names on the
Agency's List Frame.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
(2) Disclosure may be made to a private firm for the purpose of
collating, analyzing, aggregating, or otherwise maintaining or
servicing the records in this system. Such contractor will be required
to maintain Privacy Act safeguards with respect to the records.
(3) Disclosure may be made to State Statistical Office employees
performing functions for NASS pursuant to agreements between NASS and
their respective State governments.
(4) Disclosure may be made to cooperators and grantees performing
statistical research for NASS pursuant to cooperative agreements,
cost-reimbursement agreements, or grants between NASS and the
respective cooperators and grantees.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Questionnaires are retained in the State Statistical Offices specified
above. Machine readable data are locked in the MMDS file, Orlando,
Florida. Each office is able to access only its own files.
Retrievability:
Questionnaires are indexed by a List Sampling Frame record ID assigned
by each office or the location of the selected land areas.
Safeguards:
Questionnaires are kept in locked file cabinets in the offices listed
above. These offices are always locked when unoccupied. Magnetic tapes
are stored in an area to which access is limited to authorized
personnel of the MMDS network. The NASS contract with MMDS contains
provisions for (1) Network Data Integrity and Security, (2) Physical
Security, and (3) Data Security.
Retention and disposal:
Questionnaires are kept for a minimum of 30 days after the primary
survey is summarized. Edited raw data input for summary programs are
retained a minimum of 14 months on the MMDS network and then
destroyed.
System manager(s) and address:
The Deputy Administrator for Operations, NASS, USDA, Washington, DC
20250-2000, or the State Statistician for each State Statistical
Office at the address specified above.
Notification procedure:
Any individual may request information as to whether the system
contains records pertaining to him or her by contacting the system
manager at the address specified above. The request for information
should contain: Name, address, name of system of records, and year
that the questionnaire was completed.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in this system which pertains to him or her by
submitting a request to the system manager specified above.
Record source categories:
Information in this system comes solely from farmers and ranchers who
responded to NASS's Agricultural Labor Surveys.
System exempted from certain provisions of the Act:
None.
USDA/NASS-5
System name: List Sampling Frame, USDA/NASS.
System location:
Input and output files are located in Headquarters (Washington, DC)
and State Statistical Offices at the following locations:
Montgomery, AL 36104
Palmer, AK 99645
Phoenix, AZ 85012
Little Rock, AR 72201
Sacramento, CA 95814
Lakewood, CO 80215
Dover, DE 19901
Orlando, FL 32803
Athens, GA 30613
Honolulu, HI 96814
Boise, ID 83712
Springfield, IL 62702
West Lafayette, IN 47907
Des Moines, IA 50309
Topeka, KS 66683
Louisville, KY 40202
Baton Rouge, LA 70806
Annapolis, MD 21401
Lansing, MI 48904
St. Paul, MN 55107
Jackson, MS 39204
Columbia, MO 65202
Helena, MT 59626
Lincoln, NE 68508
Reno, NV 89557
Concord, NH 03301
Trenton, NJ 08625
Las Cruces, NM 88001
Albany, NY 12235
Raleigh, NC 27611
Fargo, ND 58102
Columbus, OH 43215
Oklahoma City, OK 73105
Portland, OR 97204
Harrisburg, PA 17110
Columbia, SC 29201
Sious Falls, SD 57117
Nashville, TN 37204
Austin, TX 78701
Salt Lake City, UT 84116
Richmond, VA 23219
Olympia, WA 98501
Charleston, WV 25312
Madison, WI 53713
Cheyenne, WY 82001
Addresses of each State Statistical Office are listed in the telephone
directories of the respective cities under the heading ``United States
Government, Department of Agriculture, National Agricultural
Statistics Service (NASS),'' or ``(State) Agricultural Statistics
Service.'' Magnetic tapes are located in the Martin Marietta Data
System (MMDS) file, Orlando, Florida.
Categories of individuals covered by the system:
Farmers and ranchers operating farms and ranches.
Categories of records in the system:
Farm operator's Social Security Number/Employer Identification Number.
Authority for maintenance of the system:
7 U.S.C. 2204.
Purpose(s):
The farm operator's Social Security Number/Employer Identification
Number is maintained to assist in identifying duplication of names
between various probability list samples and NASS's area frame
surveys. Social Security Numbers are also used when matching names
currently on NASS's list sampling frame with lists maintained by other
governmental agencies as part of the NASS list building and
maintenance process.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
(2) Data are provided to the Department of Commerce, Bureau of the
Census, for mail list development for periodic Census of Agriculture.
(3) Disclosure may be made to a private firm for the purpose of
collating, analyzing, aggregating, or otherwise maintaining or
servicing the records in this system. Such contractor will be required
to maintain Privacy Act safeguards with respect to the records.
(4) Disclosure may be made to State Statistical Office employees
performing functions for NASS pursuant to agreements between NASS and
their respective State governments.
(5) Disclosure may be made to cooperators and grantees performing
statistical research for NASS pursuant to cooperative agreements,
cost-reimbursement agreements, or grants between NASS and the
respective cooperators and grantees.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Input documents and output listings are retained in the State
Statistical Offices specified above. Machine readable name, address
and control data are located in the MMDS file, Orlando, Florida. Each
office is able to access only its own files.
Retrievability:
List Sampling Frame names are indexed by a List Sampling Frame record
ID assigned by each office. Each name also can be accessed by its
Social Security Number.
Safeguards:
Output listings of the List Sampling Frame names are kept in locked
file cabinets in the offices listed above. These offices are always
locked when unoccupied. Magnetic tapes are stored in an area to which
access is limited to authorized personnel of the MMDS network. The
NASS contract with MMDS contains provisions for (1) Network Data
Integrity and Security, (2) Physical Security, and (3) Data Security.
Retention and disposal:
Source documents are kept for a minimum of 30 days after the primary
survey is summarized. The goal is to obtain information about each
List Frame unit at least once every 5 years. If not obtained within
this period, the unit may be removed from the active frame.
System manager(s) and address:
The Deputy Administrator for Operations, NASS, USDA, Washington, DC
20250-2000, or the State Statistician for each State Statistical
Office at the address specified above.
Notification procedure:
Any individual may request information as to whether the system
contains records pertaining to him or her by contacting the system
manager at the address specified above. The request for information
should contain: Name, address, name of system of records, and year
that the questionnaire was completed.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in this system which pertains to him or her by
submitting a request to the system manager specified above.
Record source categories:
Names to update the List Frame are assembled from a variety of
sources. Annually, data from the County Estimates Survey, Agricultural
Survey Program, and other crop and livestock surveys are major
sources. A Criteria questionnaire is used when Social Security
Numbers/Employer Identification Numbers are missing or control data
are out of date.
System exempted from certain provisions of the Act:
None.
USDA/NASS-6
System name: Farm Costs and Returns Survey, USDA/NASS.
System location:
Survey questionnaires are located in State Statistical Offices at the
following locations:
Montgomery, AL 36104
Phoenix, AZ 85012
Little Rock, AR 72201
Sacramento, CA 95814
Lakewood, CO 80215
Orlando, FL 32803
Athens, GA 30613
Boise, ID 83712
Springfield, IL 62702
West Lafayette, IN 47907
Des Moines, IA 50309
Topeka, KS 66683
Louisville, KY 40202
Baton Rouge, LA 70806
Annapolis, MD 21401
Lansing, MI 48904
St. Paul, MN 55107
Jackson, MS 39204
Columbia, MO 65202
Helena, MT 59626
Lincoln, NE 68508
Reno, NV 89557
Concord, NH 03301
Trenton, NJ 08625
Las Cruces, NM 88001
Albany, NY 12235
Raleigh, NC 27611
Fargo, ND 58102
Columbus, OH 43215
Oklahoma City, OK 73105
Portland, OR 97204
Harrisburg, PA 17110
Columbia, SC 29201
Sioux Falls, SD 57117
Nashville, TN 37204
Austin, TX 78701
Salt Lake City, UT 84116
Richmond, VA 23219
Olympia, WA 98501
Charleston, WV 25312
Madison, WI 53713
Cheyenne, WY 82001
Addresses of each State Statistical Office are listed in the telephone
directories of the respective cities under the heading ``United States
Government, Department of Agriculture, National Agricultural
Statistics Service (NASS),'' or ``(State) Agricultural Statistics
Service.'' Magnetic tapes are located in the Martin Marietta Data
System (MMDS) file, Orlando, Florida.
Categories of individuals covered by the system:
Farmers and ranchers selected from the Agency's List Sampling Frame or
operating in selected land areas.
Categories of records in the system:
Information on farm operator characteristics includes: (1) Age, (2)
sex, (3) race or national origin, and (4) level of education of the
operator and all persons living in the operator's house. The farm
operator's Social Security Number/Employer Identification Number is
requested. In the Labor and Wage section, the following information is
reported: (1) Average number of hours worked per week by the operator;
and (2) average number of hours worked per week by partners and unpaid
family workers. Information is also reported on the following non-farm
items: (1) Expenses such as food and household supplies, housing and
transportation, medical expenses, and other family living expenses;
(2) all non-farm related assets; (3) all other debts, and (4) off-farm
income by the operator and all members of the operator's household.
Authority for maintenance of the system:
7 U.S.C. 2204.
Purpose(s):
Farm operator characteristics are part of the statistical analysis of
the survey. The farm operator's Social Security Number/Employer
Identification Number is used to identify duplication of names on the
Agency's List Frame. Agricultural labor and wage data, and non-farm
expenses, assets, debts, and income are part of the farm budget system
which measures the economic well-being of farmers.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
(2) Disclosure may be made to a private firm for the purpose of
collating, analyzing, aggregating, or otherwise maintaining or
servicing the records in this system. Such contractor will be required
to maintain Privacy Act safeguards with respect to the records.
(3) Disclosure may be made to State Statistical Office employees
performing functions for NASS pursuant to agreements between NASS and
their respective State governments.
(4) Disclosure may be made to cooperators and grantees performing
statistical research for NASS pursuant to cooperative agreements,
cost-reimbursement agreements, or grants between NASS and the
respective cooperators and grantees.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Questionnaires are retained in the State Statistical Offices
specified above. Machine readable data are located in the MMDS file,
Orlando, Florida. Each office is able to access only its own files.
Retrievability:
List questionnaires are indexed by a List Frame record ID assigned by
each office. Area frame questionnaires are identified by location of
the selected land areas.
Safeguards:
Questionnaires are kept in locked file cabinets in the offices listed
above. These offices are always locked when unoccupied. Magnetic tapes
are stored in an area to which access is limited to authorized
personnel of the MMDS network. The NASS contract with MMDS contains
provisions for (1) Network Date Integrity and Security, (2) Physical
Security, and (3) Data Security.
Retention and disposal:
Questionnaires are kept for 30 days after the primary survey is
summarized. Edited raw data input for summary program are retained 14
months on the MMDS network and then destroyed.
System manager(s) and address:
The Deputy Administrator for Operations, NASS, USDA, Washington, DC
20250-2000, or the State Statistician for each State Statistical
Office at the address specified above.
Notification procedure:
Any individual may request information as to whether the system
contains records pertaining to him or her by contacting the system
manager at the address specified above. The request for information
should contain: Name, address, name of system of records, and year
that the questionnaire was completed.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in this system which pertains to him or her by
submitting a request to the system manager specified above.
Record source categories:
Information in this system comes solely from farmers and ranchers who
responded to NASS's Farm Costs and Returns Survey.
System exempted from certain provisions of the Act:
None.
Office of Budget, Planning and Evaluation
USDA/OBPE-1
System name: Committee Management Records System, USDA/OBPE.
System location: USDA, Office of Budget, Planning and Evaluation,
Management Division, Washington, DC 20250.
Categories of individuals covered by the system: All individuals who
are public members of USDA advisory committees are included in this
system of records.
Categories of records in the system: The system consists of membership
listings by committee name, State, ethnic affiliation, and female
members. Keypunch cards are the basis for some of the above
listings.
Authority for maintenance of the system: 5 U.S.C. App. 1.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Maintained as a means of
responding to Congressional inquiries for names and numbers of
citizens serving on committees from a particular State. ``Disclosure
may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in notebooks and on keypunch cards.
Retrievability: Records are indexed by names of individuals and by
committee name.
Safeguards: Records contain no sensitive information and are kept in
regular office files.
Retention and disposal: Records are retained until committee membership
is changed. Obsolete listings are sent to the USDA historian.
System manager(s) and address: Assistant Director, Management, Office
of Budget, Planning and Evaluation, USDA, Washington, DC 20250, 202-
447-6111.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him, from the System Manager.
A request for information pertaining to an individual should contain
the individual's name, address, and name of the committee on which
he is serving.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to records in this system which
pertain to him by submitting a written request to the System
Manager.
Contesting record procedures: Any individaul may obtain information as
to the procedures for contesting a record in the system which
pertains to him by submitting a request to the System Manager.
Record source categories: Information in this system is collected by
USDA agencies from published reference books (Who's Who, etc.), from
organizations which make recommendations of possible members, and
from the prospective members.
Office of Civil Rights Enforcement
USDA/OCRE-1
System name:
Program Discrimination Complaints, USDA/OCRE-1.
System location:
Program discrimination complaint files are maintained in the United
states Department of Agriculture (USDA), Office of Civil Rights
Enforcement (OCRE), and in the civil rights compliance office of the
agency with respect to which the complaint of discrimination was filed
(see appendix A).
Categories or individuals covered by the system:
Individuals who file complaints on their behalf, or on the behalf of a
group or class of persons, alleging discrimination in USDA federally
assisted or federally conducted programs or activities.
Categories of records in the system:
The system consists of complete files (i.e., complaints, agency
responses to complaint related correspondence inquiries, and
investigatory reports) on initial inquiries made by personnel of OCRE
and the agencies involved with complaints. The files, where
appropriate, may include investigatory reports complied by OCRE or the
agency involved.
Authority for maintenance of the system:
5 U.S.C. 301; 42 U.S.C. 2000d, et seq.; 42 U.S.C. 3608(d); 42 U.S.C.
12101, et seq.; 20 U.S.C. 1681, et seq.; 29 U.S.C. 794; 15 U.S.C.
1691, et seq.; and 7 U.S.C. 2011, et seq.
Purpose(s):
This system is established to maintain records relating to the
processing of program discrimination complaints.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Disclosure may be made to the United States Department of Justice
(DOJ), a court or other tribunal, or another party before such
tribunal, when USDA, any component thereof, or any employee in his or
her individual capacity where DOJ (or USDA where it is authorized to
do so) has agreed to represent the employee, or the United States
where USDA determines that the litigation is likely to affect directly
the operations of USDA or any of its components, is a party to the
litigation or has an interest in such litigation, and USDA determines
that the use of such records by DOJ, the court or other tribunal, or
the other party before such tribunal is relevant and necessary to the
litigation; provided, however, that in each case, USDA determines that
such disclosure is compatible with the purpose for which the records
were collected.
(2) In the event that material in this system indicates a violation of
law, whether civil or criminal or regulatory in nature, and whether
arising by general statute, or by regulation, rule or order issued
pursuant thereto, the relevant records may be disclosed to the
appropriate agency, whether Federal, State, local, or foreign, charged
with the responsibility of investigation or prosecuting such violation
or charged with enforcing or implementing the statute, or rule,
regulation, or order issued pursuant thereto.
(3) Disclosure may be made to a Congressional office from the record
of an individual in response to an inquiry from the Congressional
office made at the request of that individual.
(4) Disclosure may be made to the United States Civil Rights
Commission in response to its request for information.
Policies and practices for storing, retrieving, retaining, and disposing
of records in the system:
Storage:
Records maintained by OCRE are stored in file folders at the address
listed above; records maintained by the particular USDA agency
involved are stored in file folders at the respective civil rights
compliance office.
Retrievability:
Records are indexed by name of complainant, agency, and address.
Safeguards:
Records are kept in file cabinets in the office listed above. This
office is always locked when unoccupied. Access to and use of these
records are limited to those persons whose official duties require
such access.
Retention and disposal:
Records are maintained for a period of 3-years, after which they are
sent to the National Archives and Records Administration, Washington,
DC 20408.
System manager(s) and address:
David Montoya, Director, Office of Civil Rights Enforcement, Room
1322-South Building, 14th and Independence Avenue, SE, Washington, DC
20250-9400. Within the agency with respect to which the complaint of
discrimination was filed, the System Manager is the head of the office
of civil rights compliance or other official designated as responsible
for administration and enforcement of program non-discrimination laws
and regulations.
Notification procedure:
Any individual may request information regarding this system of
records from the System Manager. The request should be in writing.
Record access procedures:
An individual who wishes to request access to records in the system
should submit a written request to the System Manager in an envelope
marked ``Privacy Act Request''.
Contesting record procedures:
An individual desiring to contest or amend information maintained in
the system should direct the request to the System Manager. The
request should include, as appropriate, the reasons for contesting it,
and the proposed amendment to the information sought. The regulations
governing the contesting of contents of records and appealing initial
determinations of such requests are set forth at 7 CFR 1.110-1.123.
Record source categories:
Information in this system comes primarily from documents submitted by
or obtained from agency personnel, complainants, witnesses, program
participants and nonparticipants, investigative personnel, and
community leaders. Information in these records is also obtained
directly from the individuals in the system.
Systems exempted from certain provisions of the Act:
Pursuant to subsection (k)(2) of the Privacy Act, 5 U.S.C. 552a(k)(2),
this system of records is exempt from subsection (c)(3), (d), (e)(1),
(e)(4)(G), (e)(4)(H), and (f) of the Act.
Appendix A
Agricultural Marketing Service, Equal Opportunity Staff, Room 3068-
S, 14th and Independence Ave., SW, Washington, DC 20250.
Animal Plant and Health Inspection Services, Equal Opportunity
Staff, Room 1131-S, 14th and Independence Ave., SW, Washington, DC
20250
Agricultural Stabilization and Conservation Service, Equal
Opportunity Staff, Room 5079-S, 14th and Independence Ave., SW,
Washington, DC 20250.
Cooperative State Research Service, Equal Opportunity Staff, 901 D
Street, SW, Room 348 Aero Space Bldg., Washington, DC 20250.
Extension Service, Equal Opportunity Staff, Room 3912-S, 14th and
Independence Ave., SW, Washington, DC 20250.
Federal Crop Insurance Corporation, Equal Opportunity Staff, 2101 L
Street NW, Suite 500, Washington, DC 20037
Farmers Home Administration, Equal Opportunity Staff, 501 School
Street, SW, Second Floor, Washington, DC 20024.
Food and Nutrition Services, Equal Opportunity Staff, 3101 Park
Center Drive, Suite 203 B, Alexandria, VA 22302
Forest Service, Equal Opportunity Staff, 1621 Northkent St., Room
5100, Rosslyn, VA 22209
Food Safety and Inspection Service, Equal Opportunity Staff, Room
109 Annex Bldg., Washington, DC 20250
Rural Electrification Administration, Equal Opportunity Staff, Room
1239-S, 14th and Independence Ave., SW, Washington, DC 20250
Soil Conservation Service, Equal Opportunity Staff, Room d4248-S,
14th and Independence Ave., SW, Washington, DC 20250.
Office of Finance and Management
USDA/OFM-1
System name: Drug-Free Federal Workplace Records.
System location:
U.S. Department of Agriculture (USDA), Office of Finance and
Management, Safety and Health Management Division, 14th and
Independence Avenue SW., Washington, DC 20250; USDA Agency
headquarters offices; and offices of contractors who perform functions
such as collection of urine specimens, laboratory analysis, and
medical review of confirmed positive laboratory findings.
Categories of individuals covered by the system:
USDA employees, Farm Credit System Assistance Board employees, and
persons who have applied to USDA for employment.
Categories of records in the system:
Records relating to the selection, notification, and testing of
covered individuals; collection and chain of custody of urine
specimens; urine specimens; drug test results information.
Authority for maintenance of the system:
E.O. 12564, dated September 15, 1986, ``Drug-Free Federal Workplace'';
Pub. L. No. 100-71, section 503, July 11, 1987.
Purpose(s):
The system is established to maintain records relating to the
selection and testing of Federal employees and applicants for Federal
employment for use of illegal drugs. The records will provide the
basis for taking appropriate action in reference to employees who test
positive for use of illegal drugs.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records other than drug testing results may be disclosed:
(1) To drug testing laboratories under contract with USDA or other
U.S. Government agencies to perform tests on urine specimens provided
by selected USDA employees and applicants for employment;
(2) To the Medical Review Officers under contract with USDA or other
U.S. Government agencies for verification of the results received from
the testing laboratories; or
(3) In a judicial or administrative proceeding where required by the
United States Government to defend against any challenge against any
adverse personnel action.
Disclosures of Drug Test Results. Pursuant to Pub. L. No. 100-71,
section 503, July 11, 1987, the results of a drug test of a Federal
employee will be disclosed only:
(1) To the employee's medical review officer;
(2) To the administrator of any employee counseling services program
in which the employee is receiving counseling or treatment or is
otherwise participating;
(3) To any supervisory or management official within the employee's
agency having authority to take the adverse personnel action against
such employee; or
(4) Pursuant to the order of a court of competent jurisdiction where
required by the United States Government to defend against any
challenge against any adverse personnel action.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic disk and in paper form.
Retrievability:
Records are retrieved by name of agency, name of employee or
applicant, position title, Social Security Number, employee ID number,
date of birth, or any combination of these.
Safeguards:
Records are maintained in a secured area or on automated media with
access limited to authorized personnel whose duties require access.
Retention and disposal:
Generally, records are retained for two years and then destroyed by
shredding, burning, or erasure in the case of magnetic media.
System manager(s) and address:
Chief, Safety and Health Management Division, Office of Finance and
Management, 14th and Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
Individuals wishing to inquire whether this system contains records
about them should contact their USDA Agency Headquarters Office or the
Chief, Safety and Health Management Division, Office of Finance and
Management. Individuals must provide the following information for
their records to be located and identified:
a. Name.
b. Date of birth.
c. Social Security Number.
d. Identification number (if known).
e. Approximate date of record.
f. USDA agency and position title.
Record access procedures:
Individuals should contact the Chief, Safety and Health Management
Division, Office of Finance and Management, 14th and Independence
Avenue, SW, Washington, DC 20250.
Record source categories:
Records in this system are obtained from:
a. The individual to whom the records pertain.
b. Agency employees involved in the selection and notification of
individuals to be tested.
c. Laboratories that test urine specimens for the presence of
illegal drugs.
d. Supervisors, managers and other agency officials.
Systems exempted from certain provisions of the act:
None.
USDA/OFM-2
System name: Employee Counseling Services Program Records.
System location:
U.S. Department of Agriculture, Office of Finance and Management,
Safety and Health Management Division, 14th and Independence Avenue,
SW, Washington, DC 20250, and USDA agencies.
Note. In order to meet the statutory requirement that agencies provide
appropriate prevention, treatment, and rehabilitation programs and
services for employees with alcohol or drug problems, and to better
accommodate establishment of a health service program to promote
employees' physical and mental fitness, it may be necessary for an
agency to negotiate for use of the counseling staff of another
Federal, State, or local government, or private sector agency or
institution. This system also covers records on USDA employees that
are maintained by another Federal, State, or local government, or
private sector agency or institution under such a negotiated
agreement.
Categories of individuals covered by the system:
Current and former USDA employees and Farm Credit System Assistance
Board employees who have been counseled or otherwise treated regarding
alcohol or drug abuse or for personal or emotional health problems.
Categories of records in the system:
Records in this system include documentation of visits to employee
counselors (Federal, State, local government, or private) and the
diagnosis, recommended treatment, results of treatment, and other
notes or records of discussions held with the employee made by the
counselor. Additionally, records in this system may include
documentation of treatment by a private therapist or a therapist at a
Federal, State, local government, or private institution.
Authority for maintenance of the system:
5 U.S.C. 7361 et seq., 5 U.S.C. 7901, and 42 U.S.C. 290dd-3 and 290ee-
3.
Purpose(s):
These records are used to document the nature of the individual's
problem and progress made and to record an individual's participation
in the results of community or private sector treatment or
rehabilitation programs.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
These records and information in these records may be disclosed:
1. To the Department of Justice or other appropriate Federal agencies
in defending claims against the United States, when the claim is based
upon an individual's mental or physical condition and is alleged to
have arisen because of activities of USDA (and, with respect to Farm
Credit System Assistance Board employees, because of activities of the
Farm Credit System Assistance Board) in conneciton with the
individual.
2. To qualified personnel for the purpose of conducting scientific
research, management audits, financial audits, or program evaluation,
but such personnel may not identify, directly or indirectly, any
individual patient in any report or otherwise disclose patient
indentities in any manner (when such records are provided to qualified
researchers employed by USDA, all patient identifying information
shall be removed).
Note: Disclosure of these records beyond officials of USDA or the Farm
Credit Assistance Board having a bona fide need for them or to the
person to whom they pertain, is rarely made as disclosures of
information pertaining to an individual with a history of alcohol or
drug abuse must be limited in compliance with 42 CFR part 2,
Confidentiality of Alcohol and Drug Abuse Patient Records. Records
pertaining to the physical and mental fitness of employees are, as a
matter of policy, afforded the same degree of confidentiality and are
generally not disclosed.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
These records are maintained in file folders.
Retrievability:
These records are retrieved by the name of the individual subjects of
the records.
Retention and disposal:
Employee records are maintained for 3 to 5 years after the employee's
last contact with USDA's Employee Counseling Services Program or, if
the employee leaves the agency, until the Employee Counseling Services
Program Annual Report for the fiscal year in which separation occurred
is prepared. Records are destroyed by shredding or burning.
Safeguards:
These records are maintained in locked file cabinets labeled
confidential with access strictly limited to employees directly
involved in USDA alcohol and drug abuse prevention function (as the
term is defined in 42 CFR part 2) and the Employee Counseling Services
Program.
System manager(s) and address:
Chief, Safety and Health Management Division, Office of Finance and
Management, 14th and Independence Avenue, SW., Washington, DC 20250.
Notification procedure:
USDA employees wishing to inquire whether this system of records
contains information about them should contact the USDA Employee
Counseling Services Program Manager, or their Agency Counseling
Services Program Coordinator who arranged for counseling or treatment.
Individuals must furnish the following information for their records
to be located and identified:
a. Name.
b. Date of birth.
c. USDA agency for whom employed.
An individual must also follow the Privacy Act regulations regarding
verification of identify and access to records (7 CFR 1.112 and
1.113).
Record source categories:
Information in this system of records comes from the individual to
whom it applies, the supervisor of the individual if the individual
was referred by a supervisor, the Employee Counseling Services Program
Staff member who records the counseling session, and therapists or
institutions providing treatment.
Systems exempted from certain provisions of the act:
None.
USDA/OFM-3
System name: Administrative Billings and Collections, USDA/OFM.
System location:
National Finance Center, OFM, USDA, New Orleans, Louisiana 70160.
Categories of individuals covered by the system:
Individuals (including current and former USDA employees) who are
indebted to the Department for any reason.
Categories of records in the system:
This automated system establishes a master file containing the
debtor's name, address, social security number of assigned vendor
number, amount of indebtedness, amount of current collection, and
amount of total billing. Eventually, these records are transferred to
a history file for inquiry use. Information regarding debts subject to
IRS offset, claims on travel advances, and delinquent debtor names and
social security numbers used in computer matches with the Department
of Defense and the United States Postal Service are kept separate from
the administrative billings and collections data base in a manually
updated claims data base.
Authority for maintenance of the system:
31 U.S.C. 3711 through 3719; 4 CFR Chapter II.
Purpose(s):
The records in this system are used to issue bills and collect funds
due to the Government in compliance with the Debt Collection Act of
1982, Pub. L. 97-365, 96 Stat. 1749, as amended by Pub. L. 98-167, 97
Stat. 1104.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, or rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
indvidual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records of the Department of Justice
is a use of the information that is compatible with the purpose for
which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative body
before which the agency is authorized to appear, when (a) the agency,
or any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of Justice
is a use of the information that is compatible with the purpose for
which the records were collected.
(4) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made on behalf of the individual.
(5) Information will be forwarded to another Federal agency when a
USDA employee accepts employment with another Federal agency.
(6) Referral of information regarding indebtedness to the Defense
Manpower Data Center, Department of Defense, and the United States
Postal Service for the purpose of conducting computer matching
programs to identify and locate individuals receiving Federal salary
or benefit payments and who are delinquent in their payments of debts
owed to the U.S. Government in order to collect debts by voluntary
repayment, administrative or salary offset procedures under the
provisions of 5 U.S.C. 5514, or through collection agencies under the
provisions of 31 U.S.C. 3718.
(7) Information contained in this system of records may be disclosed
to a debt collection agency, when USDA determines such referral is
appropriate for collecting the debtor's account as provided for in
U.S. Government contracts with collection agencies executed pursuant
to 31 U.S.C. 3718.
(8) Where prior collection efforts have failed, the USDA will refer to
the Internal Revenue Service (IRS) information from this system of
records concerning past-due legally enforceable debts for offset
against tax refunds that may become due the debtors for the tax year
in which referral is made, in accordance with IRS regulation at 26 CFR
301.6402-6T, Offset of Past-due Legally Enforceable Debt Against
Overpayment, and under the authority contained in 31 U.S.C. 3720A.
Purpose(s):
Information contained in this system of records may be disclosed to a
consumer reporting agency in accordance with 31 U.S.C. 3711(f).
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic tape files, disk files, and in file
folders at the National Finance Center addressed above.
Retrievability:
Records in the administrative billings and collections data base are
retrieved by social security number and by name of individual;
equivalent identifying number in case of non-USDA employees. Records
in the claims data base are retrieved by claim number.
Safeguards:
Magnetic tape files and disk files are kept in a locked computer room
and tape library which can be accessed by authorized personnel only.
File folders are maintained in secured areas with access by authorized
personnel only. Disk files are password protected to limit access to
authorized personnel only. On-line access by National Finance Center
and other agency personnel is password protected.
Retention and disposal:
Master history magnetic tapes are retained in accordance with a tape
library management schedule. Manual records are transferred to the
Federal Records Center for storage and disposition in accordance with
General Services Administration regulations.
System manager(s) and address:
Director, National Finance Center, OFM, USDA, PO Box 60,000, New
Orleans, Louisiana 70160.
Notification procedure:
Any indivdiual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the System Manager. A request for
information pertaining to an individual should be in writing and
should contain: Name, address, social security number and particulars
involved (i.e., dates of claims, copies of correspondence, etc.).
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Record source categories:
Information in this system comes primarily from USDA employees, former
USDA employees, non-USDA employees, agency claimants, and USDA or
other investigative personnel.
USDA/OFM-4
System name: Travel and Transportation System, USDA/OFM.
System location:
National Finance Center, OFM, USDA, New Orleans, Louisiana 70160.
Categories of individuals covered by the system:
Individuals who have funds advanced to them for official travel use,
individuals who have U.S. Government Transportation Requests assigned
to them for purchasing tickets to be used for official travel,
approving officials, and individuals who perform official USDA travel
and are reimbursed with Government funds are included in this system.
Categories of records in the system:
This system consists of complete files on advances to and repayments
by individuals, assignment and use of Government Transportation
Requests by individuals, and payments for official travel to
individuals.
Authority for maintenance of the system:
5 U.S.C. Chapter 57; FPMR 101-7.
Purpose(s):
The records in this system are used to process employee travel
advances and reimbursements and to process payments for services
provided by common carriers.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, or rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of Justice
is a use of the information that is compatible with the purpose for
which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative body
before which the agency is authorized to appear, when (a) the agency,
or any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of Justice
is a use of the information that is compatible with the purpose for
which the records were collected.
(4) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made on behalf of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on computer tapes, disks and in file folders at
the National Finance Center addressed above.
Retrievability:
Records are retrieved by Social Security Number and by name of
individual.
Safeguards:
Magnetic tape files and disk files are kept in a locked computer room
and tape library which can be accessed by authorized personnel only.
File folders are maintained in secured areas with access by authorized
personnel only. Disk files are password protected to limit access to
authorized personnel only. On-line access by National Finance Center
and agency personnel is password protected.
Retention and disposal:
Master history magnetic tapes are retained in accordance with a tape
library management schedule. Manual records are transferred to the
Federal Records Center for storage and disposition in accordance with
General Services Administration regulations.
System manager(s) and address:
Director, National Finance Center, OFM, USDA, PO Box 60,000, New
Orleans, Louisiana 70160.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the System Manager. A request for
information pertaining to an individual should be in writing and
should contain: Name, address, social security number and particulars
involved.
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Contesting record procedures:
Any individual may obtain information on procedures for contesting a
record in the system that pertains to him/her by submitting a written
request to the System Manager.
Record source categories:
Information in this system comes primarily from individuals who
request advances prior to travel, submit Travel Vouchers for
reimbursement after travel is performed, or request Government
Transportation Requests for use in purchasing passenger tickets. Some
of the information is obtained from the payroll and personnel systems
maintained by the National Finance Center.
USDA/OFM-5
System name: Imprest Fund Payment System, USDA/OFM.
System location:
National Finance Center, OFM, USDA, New Orleans, Louisiana 70160.
Categories of individuals covered by the system:
All USDA imprest cashiers and alternates and USDA employees designated
as chiefs of field party.
Categories of records in the system:
This automated system establishes master files containing the name,
social security number, employment address and telephone, and amount
of advance for each cashier, alternate cashier, and chief of field
party. It also includes records of disbursements, reimbursements,
accountability reports and verification, and audit of funds.
Authority for maintenance of the system:
31 U.S.C. 3322, and 3321; I TFM 4-3000.
Purpose(s):
The records in this system are used to process advances and
reimbursement vouchers for imprest fund cashiers and chiefs of field
parties.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, or rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of Justice
is a use of the information that is compatible with the purpose for
which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative body
before which the agency is authorized to appear, when (a) the agency,
or any component thereof; or (b) any employee of the agency in his or
her individual capacity; or (c) any employee of the agency in his or
her individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of Justice
is a use of the information that is compatible with the purpose for
which the records were collected.
(4) Disclosure may be made to a congressional office from the record
of an individual in response to any inquiry from the congressional
office made on behalf of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on microfilm cartridges, magnetic tape files,
disk files, and file folders.
Retrievability:
Records are retrieved primarily by social security number of the
individual cashier, alternate cashier, or chief of party; and
secondarily by imprest fund number.
Safeguards:
Magnetic tapes files and disk files are kept in a locked computer room
and tape library which can be accessed by authorized personnel only.
File folders are maintained in secured areas with access by authorized
personnel only. Disk files are password protected to limit access to
authorized personnel only. On-line access by National Finance Center
and agency personnel is password protected.
Retention and disposal:
Master history magnetic tapes are retained in accordance with a tape
library management schedule. Manual records are transferred to the
Federal Records Center for storage and disposition in accordance with
General Services Administration regulations.
System manager(s) and address:
Director, National Finance Center, OFM, USDA, PO Box 60,000, New
Orleans, Louisiana 70160.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the System Manager. A request for
information pertaining to an individual should be in writing and
should contain: Name, address, social security number and particulars
involved (i.e., date and type of document in question, etc.).
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Contesting record procedures:
Any individual may obtain information on procedures for contesting a
record in the system that pertains to him/her by submitting a written
request to the System Manager.
Record source categories:
Information in this system is derived from documents submitted by USDA
agencies.
USDA/OFM-6
System name: Uniform Allowance System, USDA/OFM.
System location:
National Finance Center, OFM, USDA, New Orleans, Louisiana 70160.
Categories of individuals covered by the system:
All USDA employees (except Forest Service) entitled to and receiving
allowances for the purchase of uniforms. Forest Service employees are
covered by another system of records, USDA/FS-3, Uniform Allowance
System, published in the Federal Register on October 20, 1986 (Vol.
51, No. 202 p. 37208).
Categories of records in the system:
This system consists of complete files on advances, accruals, and
payments to individuals within the Department for uniform allowances.
Authority for maintenance of the system:
5 U.S.C. 301 and 5 U.S.C. 5901 through 5903.
Purpose(s):
The records in this system are used to process advances, accruals, and
payments of uniform allowance.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of Justice
is a use of the information that is compatible with the purpose for
which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative body
before which the agency is authorized to appear, when (a) the agency,
or any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of Justice
is a use of the information that is compatible with the purpose for
which the records were collected.
(4) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made on behalf of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on computer tapes, disks and in file folders at
the National Finance Center addressed above.
Retrievability:
Records are indexed by name and social security number of individual
employee.
Safeguards:
Magnetic tape files and disk files are kept in a locked computer room
and tape library which can be accessed by authorized personnel only.
File folders are maintained in secured areas with access by authorized
personnel only. Disk files are password protected to limit access to
authorized personnel. On-line access by National Finance Center and
agency personnel is password protected.
Retention and disposal:
Master history magnetic tapes are retained in accordance with a tape
library management schedule. Manual records are transferred for
storage and disposition to the Federal Records Center in accordance
with General Services Administration regulations.
System manager(s) and address:
Director, National Finance Center, OFM, USDA, PO Box 60,000, New
Orleans, Louisiana 70160.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the System Manager. A request for
information pertaining to an individual should be in writing and
should contain: Name, address, social security number and particulars
involved.
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in the system which pertains to him/her by
submitting a request to the System Manager.
Record source categories:
Information in this system comes from USDA agency records.
USDA/OFM-7
System name: SF-1099 Reporting System, USDA/OFM.
System location:
National Finance Center, OFM, USDA, New Orleans, Louisiana 70160.
Categories of individuals covered by the system:
Individuals (excluding USDA employees) who receive payments in the
form of rents, royalties, prizes or awards; individuals (excluding
USDA employees) who receive payments for non-personal service
contracts, commissions, or compensation for services which are subject
to SF-1099 reporting requirements.
Categories of records in the system:
The automated system establishes a master file containing the
individual's name, address, social security number (or employer
identification number), ZIP code, amount of payment, and other
information necessary to accurately identify covered payment
transactions applicable to SF-1099 reporting requirements.
Authority for maintenance of the system:
26 U.S.C. 6011 and 6109, and 26 CFR 301.6109-1.
Purpose(s):
The records in this system are used to accumulate payments made to
individuals that are subject to Form 1099 tax reporting.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, or rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of Justice
is a use of the information that is compatible with the purpose for
which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative body
before which the agency is authorized to appear, when (a) the agency,
or any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of Justice
is a use of the information that is compatible with the purpose for
which the records were collected.
(4) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made on behalf of the individual.
(5) Information from this system of records will be forwarded to the
Internal Revenue Service for income tax purposes.
(6) Release of information to other USDA agencies for internal
processing purposes.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on computer tapes, disks and in file folders at
the National Finance Center addressed above.
Retrievability:
Records are retrieved by social security or employee identification
number.
Safeguards:
Magnetic tape files and disk files are kept in a locked computer room
and tape library which can be accessed by authorized personnel only.
File folders are maintained in secured areas with access by authorized
personnel only. Disk files are password protected to limit access to
authorized personnel only. On-line access by National Finance Center
and agency personnel is password protected.
Retention and disposal:
Master history magnetic tapes are retained in accordance with a tape
library management schedule. Manual records are transferred to the
Federal Records Center for storage and disposition in accordance with
General Services Administration regulations.
System manager(s) and address:
Director, National Finance Center, OFM, USDA, PO Box 60,000, New
Orleans, Louisiana 70160.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the System Manager. A request for
information pertaining to an individual should be in writing and
should contain: Name, address, social security number and particulars
involved (i.e., transaction dates, copies of relevant transaction
documentation, etc.).
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Record source categories:
Information in this system comes primarily from individuals who
provide covered goods or services to USDA agencies.
Office of the General Counsel
USDA/OGC-1
System name: Cases against the Department under the Federal
Meat Inspection Act, the Poultry Products Inspection Act, the
voluntary inspection, meat and poultry grading, and certification
provisions of the Agricultural Marketing Act of 1946, and related
laws, USDA/OGC.
System location: Office of the General Counsel, Regulatory Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
or not regulated by the subject Acts who bring suit against the
Government or a Government official pursuant to, or as a consequence
of the Department's administration of, the subject Acts.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
the subject Acts.
Authority for maintenance of the system: 21 U.S.C. 601 et seq., 21
U.S.C. 451 et seq., 7 U.S.C. 1621 et seq., and 7 U.S.C. 450.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administration tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Regulatory Division, OGC, USDA, Washington, DC, telephone 202-447-
5550. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-2
System name: Cases against the Department under the Humane
Methods of Livestock Slaughter Law (i.e., the Act of August 27,
1958), USDA/OGC.
System location: Office of the General Counsel, Regulatory Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
or not regulated by the subject Act who bring suit against the
Government or a Government official pursuant to, or as a consequence
of the Department's administration, the subject Act.
Categories of records in the system: The system consits of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
the subject Act.
Authority for maintenance of the system: 7 U.S.C. 1901-1906.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Regulatory Division, OGC, USDA, Washington, DC, telephone 202-447-
5550. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-3
System name: Cases Against the Department under the 28 Hour
Law, as amended, USDA/OGC.
System location: Office of the General Counsel, Regulatory Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
or not regulated by the subject Act who bring suit against the
Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
the subject Act.
Authority for maintenance of the system: 45 U.S.C. 71-74.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Regulatory Division, OGC, USDA, Washington, DC, telephone 202-447-
5550. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC--4
System name: Cases Against the Department under the Various
Animal Quarantine and Related Laws, USDA/OGC.
System location: Office of the General Counsel, Regulatory Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
or not regulated by the subject Act who bring suit against the
Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
the subject Acts.
Authority for maintenance of the system: 21 U.S.C. 101-135b, 19 U.S.C.
1306, 1202, 46 U.S.C. 466a-466b, and 7 U.S.C. 450.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Regulatory Division, OGC, USDA, Washington, DC, telephone 202-447-
5550. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-5
System name: Cases Against the Department under the Various
Plant Protection and Quarantine and Related Laws, USDA/OGC.
System location: Office of the General Counsel, Regulatory Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
or not regulated by the subject Acts who bring suit against the
Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Acts.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
the subject Acts.
Authority for maintenance of the system: 7 U.S.C. 145, 147a, 148-148e,
149, 150-150g, 150aa-150jj, 151-165, 167, 166, 281-282, 450, 1651-
1656, 2801-2813.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Regulatory Division, OGC, USDA, Washington, DC, telephone 202-447-
5550. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-6
System name: Cases by the Department under the Federal Meat
Inspection Act, the Poultry Products Inspection Act, and the
Voluntary Inspection, Meat and Poultry Grading, and Certification
Provisions of the Agricultural Marketing Act of 1946, USDA/OGC.
System location: Office of the General Counsel, Regulatory Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Acts and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Acts.
Authority for maintenance of the system: 21 U.S.C. 601 et seq., 21
U.S.C. 451 et seq., and 7 U.S.C. 1621 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the reponsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a (k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and
(f) because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-7
System name: Cases by the Department under the Humane Methods
of Livestock Slaughter Law (i.e., the Act of August 27, 1958),
USDA/OGC.
System location: Office of the General Counsel, Regulatory Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 1901-1906.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation,
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a (k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-8
System name: Cases by the Department under the 28 Hour Law, as
amended, USDA/OGC.
System location: Office of the General Counsel, Regulatory Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 45 U.S.C. 71-74.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant therto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure
to opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or
administrative tribunal; (4) disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office of file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director Regulatory Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-9
System name: Cases by the Department under the Various Animal
Quarantine and Related Laws, USDA/OGC.
System location: Office of the General Counsel, Regulatory Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Acts and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Acts.
Authority for maintenance of the system: 21 U.S.C. 101-135b, 19 U.S.C.
1306, 1202, and 46 U.S.C. 466a-466b.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director of Regulatory Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a (k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-10
System name: Cases by the Department under the Various Plant
Protection and Quarantine and Related Laws, USDA/OGC.
System location: Office of the General Counsel, Regulatory Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Acts and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Acts.
Authority for maintenance of the system: 7 U.S.C. 145, 147a, 148-148e,
149, 150-150g, 150aa-150jj, 151-165, 167, 166, 281-282, 1651-1656,
2801-2813.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director of Regulatory Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-11
System name: Community Development Division Litigation, USDA/
OGC.
System location: Office of the General Counsel, USDA 14th and
Independence Ave., SW, Washington, DC 20250, and offices of Regional
Attorneys and Attorneys-in-Charge, OGC, USDA, at the following
locations: Albuquerque, New Mexico; Atlanta, Georgia; Chicago,
Illinois; Denver, Colorado; Harrisburg, Pennsylvania; Little Rock,
Arkansas; Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Past and present
parties to litigation involving FmHA program participants and
parties against whom litigation was proposed but not commenced.
Categories of records in the system: The system consists of records on
individual litigation cases, sometimes including FmHA loan dockets,
copies of documents filed with State and Federal agencies, court
records, legal opinions, correspondence, investigation reports,
contracts, and related documents.
Authority for maintenance of the system: 5 U.S.C. 201, 42 U.S.C. 1471-
1490; 4401-19; 4453-55 and 7 U.S.C. 1021-29.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto.
(2) Referral to a court, magistrate, or administrative tribunal, or
to opposing counsel in a proceeding before any of the above, or any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery. (3)
Referral to Department of Justice for suits against the United
States or its officers or instrumentalities concerning USDA
activities. (4) Disclosure may be made to a congressional office
from the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders in file cabinets.
Retrievability: Records are indexed by name; sometimes cross-indexed.
Safeguards: Files stored in Attorney's office.
Retention and disposal: Files sent to Federal Records Center when cases
are closed, some retained indefinitely for research purposes.
System manager(s) and address: Director, Community Development
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney-in-Charge at the address specified
above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or the appropriate Regional Attorney or Attorney-in-Charge. A
request should indicate the name, address and particulars involved.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the System
Manager or appropriate Regional Attorney or Attorney-in-Charge.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Records in this system come from Federal and
State courts, witnesses, agency employees, attorney, title
companies, Farmers Home Administration loan, grant, and applicant
dockets, and the Department of Justice.
Systems exempted from certain provisions of the act: Those records in
this system which consist of investigatory material compiled for law
enforcement purposes have been exempted pursuant to 5 U.S.C.
552a(k)(2) from the requirements of 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4)(G), (H) and (I), and (f). See 7 CFR 1.123. Individual
access to these files could impair investigations and alert subjects
of investigations that their activities are being scrutinized, and
thus allow them time to take measures to prevent detection of
illegal action or escape prosecution. Disclosure of investigative
techniques and procedures and the existence and identity of
confidential sources of information would hamper law enforcement
activity.
USDA/OGC-12
System name: Farmers Home Administration (FmHA) General Case
Files, USDA/OGC.
System location: Offices of Regional Attorneys and Attorney-in-Charge,
OGC, USDA, at the following locations: Albuquerque, New Mexico;
Atlanta, Georgia; Chicago, Illinois; Denver, Colorado; Harrisburg,
Pennsylvania; Little Rock, Arkansas; Milwaukee, Wisconsin; Missoula,
Montana; Ogden, Utah; Portland, Oregon; San Francisco, California;
Santurce, Puerto Rico; Shawnee Mission, Kansas; Stillwater,
Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Primarily applicants
for FmHA financial assistance and FmHA borrowers and grantees; in
some regional offices also parties to litigation, purchasers of FmHA
security property, vendors to FmHA borrowers, contractors and
builders of FmHA financed projects, packagers of FmHA loan dockets,
real estate salesmen and brokers dealing with FmHA property
applicants or having a security interest in property owned or
financed or to be financed by FmHA or to whom FmHA notes are
assigned, present and former owners and holders of an interest in
real property serving as security for FmHA loans, third party
converters, and individuals who file claims against FmHA.
Categories of records in the system: Records on individual applicant,
borrower or grantee cases, sometimes including FmHA loan dockets,
copies of promissory notes and security instruments, title evidence,
legal opinions, correspondence, investigation reports, contracts,
pleadings, legal documents covering foreclosures and loan or grant
making or servicing, title opinions, contracts, closing
instructions, notices, and related documents.
Authority for maintenance of the system: 5 U.S.C. 301, 42 U.S.C 1471-
1490, 4401-19; 4453-55 and 7 U.S.C 1921-92.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral of certain
records to trustees for reconveyance or foreclosure of deeds of
trust, or correction of errors, to appropriate State and County
officials for recording or filing of legal documents, to title
companies or Bureau of Indian Affairs for title clearance, to
appropriate agencies and individuals for institution of nonjudicial
foreclosure and other loan servicing and liquidation actions, and to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto.
(2) Referral to a court, magistrate, or administrative tribunal, or
to opposing counsel in a proceeding before any of the above, or any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery. (3)
Referral to Department of Justice for suits against the United
States or its officers or instrumentalities concerning USDA
activities. (4) Disclosure may be made to a congressional office
from the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the addresses listed
above.
Retrievability: Records are usually indexed by the name of the
individual on whom the file is maintained. In some instances records
are maintained in numerical order corresponding to the FmHA account
number. In some instances they are also cross-indexed by the names
of individuals mentioned in the files.
Safeguards: Records are kept in locked offices. Secretive materials
such as Office of Investigation reports are kept in locked drawers
or file cabinets.
Retention and disposal: Records are usually retained for 12 to 18
months after the case is closed. In some Regional Offices certain
records are maintained indefinitely, primarily for research value.
System manager(s) and address: Appropriate Regional Attorney or
Attorney-in-Charge.
Notification procedure: Any individual may request information
regarding this system of records, or information whether the system
contains records pertaining to him from the appropriate System
Manager. A request should contain the name and address of the
individual involved and as much other identifying information as
possible.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request for same to the
appropriate System Manager at the above address.
Contesting record procedures: Same as Records Access Procedures.
Record source categories: Information in this system comes primarily
from applicants, borrowers, grantees, FmHA or other USDA employees,
attorneys, credit reporting agencies, title companies, and State and
Federal government agencies.
Systems exempted from certain provisions of the act: Those records in
this system which consist of investigatory material compiled for law
enforcement purposes have been exempted pursuant to 5 U.S.C.
552a(k)(2) from the requirements of 5 U.S.C. 552a (c)(3), (d),
(e)(1), (e)(4) (G), (H) and (I), and (f). See 7 CFR 1.123.
Individual access to these files could impair investigations and
alert subjects of investigations that their activities are being
scrutinized, and thus allow them time to take measures to prevent
detection of illegal action or escape prosecution. Disclosure of
investigative techniques and procedures and the existence and
identity of confidential sources of information would hamper law
enforcement activity.
USDA/OGC-13
System name: Claims by and Against USDA under the Food
Assistance Legislation, USDA/OGC.
System location: Office of the General Counsel, Food and Nutrition
Division, USDA, Washington, DC and Offices of Regional Attorneys and
Attorneys-in-Charge, OGC, USDA, at the following locations:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah; Portland,
Oregon; Raleigh, North Carolina; San Francisco, California;
Santurce, Puerto Rico; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel''.
Categories of individuals covered by the system: Individuals who seek
to participate in the Food Stamp Act of 1964; National School Lunch
Act, or Child Nutrition Act of 1966, and individuals reported to be
in violation of one or more of these acts.
Categories of records in the system: The system consists of files on
all individual cases, including investigation reports, pleadings,
transcripts, legal correspondence, statements of witnesses, and
related documents.
Authority for maintenance of the system: 7 U.S.C. 2011-2026; 42 U.S.C.
1751-1763; 42 U.S.C. 1771-1786.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to a court,
magistrate, or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within the system
which constitutes evidence in that proceeding, or which is sought in
the course of discovery. (2) Referral to the appropriate agency,
whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program statute, or
by rule, regulation or order issued pursuant thereto. (3) Referral
to the Department of Justice for defense of suits brought against
the United States or its officers, and for institution of suit for
recovery of claims by USDA. (4) Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
locations listed above.
Retrievability: Records are indexed by the name of the individual
involved.
Safeguards: Records are kept in a locked office file cabinet.
Retention and disposal: Records are maintained for a length of time
left to the discretion of the Director of the Food and Nutrition
Division or Regional Attorney or Attorney-in-Charge, after legal
action has been concluded.
System manager(s) and address: Director, Food and Nutrition Division,
OGC, USDA, Washington, DC 20250. Each Regional Attorney or Attorney-
in-Charge at the locations specified above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director, Food
and Nutrition Division, OGC, USDA, Washington, DC, telephone 202-
447-4631, or the appropriate Regional Attorney or Attorney-in-Charge
at the locations specified above. A request for information
pertaining to an individual should contain his name, address, and
the particulars involved (i.e. the date of any action complained of,
date a claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may obtain information
concerning the process for contesting a record in the system that
pertains to him by following the procedures referred to directly
above.
Record source categories: Information in this system comes primarily
from claimants, witnesses, agency employees, and investigative
personnel.
Systems exempted from certain provisions of the act: The portions of
the system consisting of investigatory material that has been
compiled for law enforcement purposes have been exempted pursuant to
5 U.S.C. 552a(k)(2), from the requirements of 5 U.S.C. 552a(c)(3),
(d), (e)(1), (e)(4)(G), (H) and (I), and (f). Individual access to
these files could impair investigations and alert the subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action. Disclosure of investigative technique and procedures, and of
the identity of confidential sources of information, would hamper
law enforcement activity.
USDA/OGC-14
System name: Perishable Agricultural Commodities Act, USDA/
OGC--Disciplinary Proceedings to Deny Issuance of a License to an
Applicant Thereunder or to Suspend or Revoke a License Already
Issued, or to Publish the Facts and Circumstances of Violations of
the Act.
System location: Office of the General Counsel, Food and Nutrition
Division, USDA, Washington, DC, and offices of Regional Attorneys
and Attorneys-in-Charge, OGC, USDA, at the following locations:
Albuquerque, New Mexico; Missoula, Montana; Atlanta, Georgia; Ogden,
Utah; Chicago, Illinois; Portland, Oregon; Denver, Colorado;
Harrisburg, Pennsylvania; San Francisco, California; Santurce,
Puerto Rico; Little Rock, Arkansas; Shawnee Mission, Kansas;
Milwaukee, Wisconsin; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who apply
for or who hold licenses to do business in the perishable
agricultural commodities industry in their individual capacities;
partners of partnerships which apply for or which hold licenses to
do business in the perishable agricultural commodities industry;
officers, directors and holders of 10 percent or more of the stock
of corporations which apply for or hold licenses to do business in
the perishable agricultural commodities industry under the
Perishable Agricultural Commodities Act of 1930, as amended, are
included in this system of records.
Categories of records in the system: The system consists of reports of
investigation, statements of witnesses, agency reports.
Authority for maintenance of the system: 7 U.S.C. 499a et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Use by the Office of the
General counsel for (1) administrative proceedings pursuant to the
Administrative Procedure Act to deny the issuance of a license to an
applicant therefor to do business in the perishable agricultural
commodities industry; (2) administrative proceedings pursuant to the
Administrative Procedure Act to suspend or revoke an already
existent license, or alternatively to have the facts and
circumstances of violations published for violations thereof by the
holder of such license; (3) disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the addresses listed
above.
Retrievability: Records are indexed by name of individual license
applicant or holder.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained indefinitely.
System manager(s) and address: Director, Food and Nutrition Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney-in-Charge at the addresses specified above.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or to escape administrative procedures to deny to them the
issuance of a license or to suspend or revoke such license, or to
have published the facts and circumstance of the violations.
Disclosure of investigative techniques and procedures and the
existence and identity of confidential sources of information would
hamper law enforcement activity.
USDA/OGC-15
System name: Agricultural Stabilization and Conservation
Service (ASCS), Foreign Agricultural Service (FAS), Office of the
General Sales Manager (OGSM) and Commodity Credit Corporation
(CCC) Cases, USDA/OGC.
System location: Office of the General Counsel, Washington, DC, and/or
Offices of Regional Attorneys and Attorneys-in-Charge, OGC, USDA, at
the following locations: Albuquerque, New Mexico; Atlanta, Georgia;
Chicago, Illinois; Denver, Colorado; Harrisburg, Pennsylvania;
Little Rock, Arkansas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California: Santurce, Puerto Rico; Shawnee
Mission, Kansas; Milwaukee, Wisconsin; Stillwater, Oklahoma; Temple,
Texas.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who apply
for and/or receive marketing quotas or acreage allotments from ASCS,
or loans, payments, credits or indemnities from ASCS, FAS, OGSM or
CCC; or who apply for and/or enter into contracts or agreements with
ASCS, FAS, OGSM or CCC or participate in programs financed or
administered by ASCS, FAS, OGSM or CCC, or who violate or may have
violated ASCS, FAS, OGSM or CCC regulations, federal or state laws,
or who may otherwise be involved in litigation with ASCS, FAS, OGSM
or CCC.
Categories of records in the system: Contains files on individual
cases, including but not limited to the original or copies of loan
applications, program forms, security agreements, mortgages, notes,
program participation agreements, repayment records, financial
status reports, statements of account, collector's contact report,
agency recommendations for making, servicing or liquidating loans,
collection of civil penalties, readjustment of allotments and
quotas, contracts, closing instructions, legal opinions, title
evidence, investigation reports, agency recommendation for the
institution of respondence and material, intradepartmental memos and
interdepartmental letters, pleadings, transcripts of hearings, and
other legal documents.
Authority for maintenance of the system: 7 U.S.C. 135b note, 442-449,
612c-3, 624, 1110-1162, 1282-1292, 1301-1393, 1421-1449, 1692, 1701-
1710, 1721-1725, 1731-1736e, 1707a, 1781-1787, 1851-1857; 15 U.S.C.
713a, 714-714p; 16 U.S.C. 590g-590q, 1501-1510; 18 U.S.C. 286-287,
371, 1001; 19 U.S.C. 1202 Note, 31 U.S.C. 231-235; 7 CFR 2.31, part
6, part 16, part 17, part 20, part 700-896, chap. XIV, 22 CFR part
211.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the U.S.
Department of Justice for defense of suits brought against the
United States, its agencies or its officers, and for institution of
suits for recovery of claims by USDA or CCC; (2) referral to the
appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(3) referral to a court, magistrate or administrative tribunal, or
to opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery; (4)
disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
addresses listed above.
Retrievability: Records are indexed by name of individual on whom the
file is primarily maintained. In some instances, they are also cross
indexed by the names of other individuals mentioned in the files.
Safeguards: Records are kept in a locked office, locked file cabinet or
locked drawers.
Retention and disposal: Records are maintained until case is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Foreign Agriculture and
Commodity Stabilization Division, OGC, USDA, Washington, DC 20250,
or the appropriate Regional Attorney or Attorney-in-Charge at the
address specified above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director, Foreign
Agriculture and Commodity Stabilization Division, OGC, USDA,
Washington, DC 20250, telephone 202-447-2562, or the appropriate
Regional Attorney or Attorney-in-Charge at the address listed above.
If the specific location of the record is not known, the individual
should address his request to the Director, Foreign Agriculture and
Commodity Stabilization Division, OGC, USDA, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain his name, address, and
particulars involved.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request for same to the
appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as record access procedures.
Record source categories: From individuals categorized above, referring
agency, employees, farmers, warehousemen, borrowers, loan
applicants, title companies, title and lien searches, investigative
personnel, attorneys, and from others.
Systems exempted from certain provisions of the act: The portion of
this system which consist of investigatory material compiled for law
enforcement purposes, has been exempted pursuant to 5 U.S.C.
552a(k)(2) from the requirements of 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4)(G), (H) and (I) and (f). See 7 CFR 1.123. Individual
access to these files could (1) impair investigations and alert
subjects of investigations that their activities are being
scrutinized, and thus allow them time to take measures to prevent
detection of illegal action or escape prosecution; and (2) disclose
investigative techniques and procedures and the existence and
identity of confidential sources.
USDA/OGC-16
System name: Federal Crop Insurance Corporation (FCIC) Cases,
USDA/OGC.
System location: Office of the General Counsel, Washington, DC and/or
Offices of Regional Attorneys and Attorneys-in-Charge, OGC, USDA, at
the following locations: Albuquerque, New Mexico; Atlanta, Georgia;
Portland, Oregon; Chicago, Illinois; San Francisco, California;
Denver, Colorado; Shawnee Mission, Kansas; Harrisburg, Pennsylvania;
Stillwater, Oklahoma; Little Rock, Arkansas; Temple, Texas.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who apply
for and/or have insurance contracts with the FCIC; who have
delinquent premiums or are otherwise indebted to FCIC; who have
indemnity claims against FCIC; who are suspected of fraudulent
dealings with FCIC; who violate or may have violated FCIC
regulations, federal or state laws; or who may otherwise be involved
in litigation with FCIC.
Categories of records in the system: Contains files on individual
cases, including but not limited to the originals or copies of
insurance contracts (application, policy and endorsements), reports
of FCIC personnel with respect to the application, claims for
indemnities or other matters pertaining to the contract, program
forms, acreage reports, production records, statements of account,
financial report, collector's contact report, agency recommendation
for services, agency recommendation for the institution of criminal
and civil action, investigation reports, correspondence, legal
opinions, various correspondence and material, intra- and inter-
departmental memos and letters, transcripts of hearings, pleadings
and other legal documents.
Authority for maintenance of the system: 7 U.S.C. 1501-1520; 18 U.S.C.
657-658, 1001, 1006, 1014, 1903; 31 U.S.C. 231; 7 CFR 2.31, 401-
413.25
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the U.S.
Department of Justice for defense of suits brought against the
United States, its agencies, or its officers, and for institution of
suits for recovery of claims by USDA; (2) referral to the
appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(3) referral to a court, magistrate or administrative tribunal, or
to opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery. (4)
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual on whom the
file is primarily maintained. In some instances, they are also cross
indexed by the names of other individuals mentioned in the files.
Safeguards: Records are kept in a locked office, locked cabinets or
locked drawers.
Retention and disposal: Records are maintained until case is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Foreign Agricultural and
Commodity Stabilization Division, OGC, USDA, Washington, DC 20250,
or the appropriate regional Attorney or Attorney-in-Charge at the
address specified above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director, Foreign
Agriculture and Commodity Stabilization Division, OGC, USDA,
Washington, DC, telephone 202-447-2562, or the appropriate Regional
Attorney or Attorney-in-Charge at the address listed above. If the
specified location of the record is not known, the individual should
address his request to the Director, Foreign Agricultural and
Commodity Stabilization Division, OGC, USDA, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain his name, address, and
particulars involved.
Record access procedures: Any individual may obtain information as to
the procedure for gaining access to a record in the system which
pertains to him by submitting a written request for same to the
appropriate official referred in the preceding paragraph.
Contesting record procedures: Same as for record access procedures.
Record source categories: From individuals categorized above, referring
agency employees, farmers, investigative personnel, attorneys and
from others.
Systems exempted from certain provisions of the act: The portion of
this system which consist of investigatory material compiled for law
enforcement purpose has been exempted pursuant to 5 U.S.C.
552a(k)(2) from the requirements of 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4)(G), (H) and (I) and (f). See 7 CFR 1.123. Individual
access to these files could (1) impair investigations and alert
subjects of investigations that their activities are being
scrutinized, and thus allow them time to take measures to prevent
detection of illegal action or escape prosecution; and (2) disclose
investigative techniques and procedures and the existence and
identity of confidential sources.
USDA/OGC-17
System name: Administrative Proceedings Brought by Individuals
Pursuant to the Plant Variety Protection Act or the Egg Products
Inspection Act, as amended, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
by the subject Act who file a petition with the Secretary pursuant
to the authority of the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2321 et seq. or 21
U.S.C. 1044 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him, by submitting a written request to the
appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-18
System name: Administrative Proceedings Brought by the
Department Pursuant to the Plant Variety Protection Act, the
Federal Seed Act, or the Agricultural Marketing Act of 1946, USDA/
OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2321 et seq., 7
U.S.C. 1561 et seq. or 7 U.S.C. 1621 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and
(f) because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-19
System name: Administrative Proceedings Brought Pursuant to the
Authority of Section 8c(15)(a) of the Agricultural Marketing
Agreement Act of 1937, as amended, or the Anti-Hog-Cholera Serum
and Hog Cholera Virus Act, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
by the subject Act who file a petition with the Secretary of
Agriculture pursuant to the authority of the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations.
Authority for maintenance of the system: 7 U.S.C. 601 et seq. or 7
U.S.C. 851 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him, by submitting a written request to the
appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-20
System name: Administrative Proceedings Brought Pursuant to the
Authority of the Cotton Research and Promotion Act, the Potato
Research and Promotion Act or the Egg Research and Consumer
Information Act, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
by the subject Act who file a petition with the Secretary of
Agriculture pursuant to the authority of the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2101 et seq., 7
U.S.C. 2611 et seq. or 7 U.S.C. 2701 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him, by submitting a written request to the
appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-21
System name: Administrative Proceedings Brought Pursuant to the
Tobacco Inspection Act or the United States Grain Standards Act,
USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who file a
petition pursuant to the authority of the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 511 et seq., 7 U.S.C.
71 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him, by submitting a written request to the
appropriate official referred to in the proceeding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-22
System name: Cases Brought by the Government Pursuant to the
Cotton Futures Provisions of the Internal Revenue Code of 1954,
USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Acts and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 26 U.S.C. 4851-54, 61-65, 71-
73, 75-77, 6001, 6804, 7233, 7263, 7493, 7701(a)(1), (11), (12).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director of Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a (k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-23
System name: Cases Brought Pursuant to the United States Grain
Standards Act or the Federal Seed Act in which the Government is
Defendant, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated or not regulated by the subject Act who bring suit against
the Government or a Government official pursuant to, or as a
consequence of the Department's administration of the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 71 et seq. or 7
U.S.C. 1561 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director of Marketing Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him, by submitting a written request to the
appropriate official referred to in the proceeding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-24
System name: Court Cases Brought by the Government Pursuant to
Either the Agricultural Marketing Act of 1946 or the Tobacco
Inspection Act, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 1621 et seq. or 7
U.S.C. 511 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising in general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-25
System name: Court Cases Brought by the Government Pursuant to
Either the Agricultural Marketing Agreement Act of 1937, as
amended or the Anti-Hog-Cholera Serum and Hog Cholera Virus Act,
USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC, and Offices of Regional Attorneys, OGC, USDA,
at the following locations: Atlanta, Georgia; Portland, Oregon; San
Francisco, California; Temole, Texas. Addresses of each field office
are listed in the telephone directories of the respective cities
listed above under the heading ``United States Government,
Department of Agriculture, Office of the General Counsel.''
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 601 et seq. or 7
U.S.C. 851 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising in general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-26
System name: Court Cases Brought by the Government Pursuant to
either the Cotton Research and Promotion Act, Potato Research and
Promotion Act or the Egg Research and Consumer Information Act,
USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regarded by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2101 et seq., 7
U.S.C. 2611 et seq. or 7 U.S.C. 2701 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising in general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-27
System name: Court Cases Brought by the Government Pursuant to
Either the Export Apple and Pear Act or the Export Grape and Plum
Act, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regarded by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 581 et seq., or 7
U.S.C. 591 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising in general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-28
System name: Court Cases Brought by the Government Pursuant to
Either the Cotton Statistics and Estimates Act of 1927 or the
United States Cotton Standards Act, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regarded by the subject Act and against whom the Department
recommends that an action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 471 et seq., or 7
U.S.C. 51 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising in general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-29
System name: Court Cases Brought by the Government Pursuant to
Either the Naval Stores Act, or the Tobacco Seed and Plant
Exportation Act, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 91 et seq., or 7
U.S.C. 516 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director of Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a (k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confiential sources
of information would hamper law enforcement activity.
USDA/OGC-30
System name: Court Cases Brought by the Government Pursuant to
Either the Peanut Statistics Act or the Tobacco Statistics Act,
USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 951 et seq. or 7
U.S.C. 501 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and either arising by general statute or particular program statute,
or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure
to opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or
administrative tribunal; (4) disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a (k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-31
System name: Court Cases Brought by the Government Pursuant to
Either the Plant Variety Protection Act or the Egg Products
Inspection Act, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2321 et seq. or 21
U.S.C. 1031 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or excape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-32
System name: Court Cases Brought by the Government Pursuant to
Either the Produce Agency Act, or the Process or Renovated Butter
Provisions of the Internal Revenue Code of 1954, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 491 et seq. or 26
U.S.C. 4817, 4826 and 7235(c).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-33
System name: Court Cases Brought by the Government Pursuant to
Either the United States Grain Standards Act or the Federal Seed
Act, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 71 et seq. or 7
U.S.C. 1551, et seq..
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-34
System name: Court Cases Brought by the Government Pursuant to
the Agricultural Fair Practices Act, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals against
whom the Department recommends that an enforcement action be brought
by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2301 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the indiviual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-35
System name: Court Cases Brought Pursuant to Either the Cotton
Research and Promotion Act, Potato Research and Promotion Act or
the Egg Research and Consumer Information Act in which the
Government is Defendant, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
or not regulated by the subject Act who bring suit against the
Government or a Governmental official pusuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2101 et seq., 7
U.S.C. 2611 et seq. or 7 U.S.C. 270 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him, by submitting a written request to the
appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-36
System name: Court Cases Brought Pursuant to the Agricultural
Marketing Act of 1946 or the Tobacco Inspection Act in which the
Government is Defendant, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
or not regulated by the subject Act who bring suit against the
Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 1621 et seq. or 7
U.S.C. 511 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him, by submitting a written request to the
appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-37
System name: Court Cases Brought Pursuant to the Authority of
the Agricultural Marketing Agreement Act of 1937, as amended or
the Anti-Hog-Cholera Serum and Hog Cholera Virus Act in which the
Government is Defendant, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC, and Offices of Regional Attorneys, OGC, USDA,
at the following locations: Atlanta, Georgia; Portland, Oregon; San
Francisco, California; Temple, Texas.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals regulated
or not regulated by the subject Act who bring suit against the
Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 601 et seq. or 7
U.S.C. 851 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, Magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250, or the appropriate Regional Attorney at the
address specified above.
Notification procedure: Any individual may request information
regarding this system or records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935, or the appropriate Regional Attorney at the address listed
above. If the specific location of the record is not known, the
individual should address his request to the Director, Marketing
Division, who, if necessary, will refer it to the appropriate field
office. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him, by submitting a written request to the
appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-38
System name: Court Cases Brought Pursuant to the Plant Variety
Protection Act or the Egg Products Inspection Act in which the
Government is Defendant, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
or not regulated by the subject Act who bring suit against the
Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2321 et seq. or 21
U.S.C. 1031 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him, by submitting a written request to the
appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-39
System name: Cases against the Department under the Horse
Protection Act of 1970, as amended, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
or not regulated by the subject Act who bring suit against the
Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
the subject Act.
Authority for maintenance of the system: 15 U.S.C. 1821 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-40
System name: Cases Against the Department under the Laboratory
Animal Welfare Act, as amended, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals regulated
or not regulated by the subject Act who bring suit against the
Government of a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2131 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-41
System name: Cases by the Department under the Horse Protection
Act of 1970, as amended, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated or not regulated by the subject Act and against whom the
Department recommends that an enforcement action be brought by the
Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 15 U.S.C. 1821 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This sytem has
been exempted pursuant to 5 U.S.C. 552a (k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-42
System name: Cases by the Department under the Laboratory
Animal Welfare Act, as amended, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2131 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2 from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-43
System name: Administrative Proceedings Brought by the
Department, Court Cases in which the Government is Plaintiff and
Court Cases in which the Government is a Defendant Brought
Pursuant to the United States Warehouse Act, USDA/OGS.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government
or individuals regulated or not regulated by the subject Act who
brings suit against the Government or a Governmental official
pursuant to, or as a consequence of the Department's administration
of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 241-273.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office of file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate record centers in accordance with
such directives.
System manager(s) and address: Director Marketing Division, OGC, USDA,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Marketing
Division, OGC, USDA, Washington, DC, telephone 202-447-5935. A
request for information pertaining to an individual should contain:
Name, address, and particulars involved (i.e., the name of action
filed, Act filed under, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him, by submitting a written request to the
appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witness, agency employees, and investigative personnel.
Systems exempted from certain provisions of the act: The portions of
this system which involves records pertaining to administrative
proceeding brought by the Department or court cases in which the
Government is plaintiff has been exempted pursuant to 5 U.S.C.
552a(k)(2) from the requirements of 5 U.S.C. 552a (c)(3), (d),
(e)(1), (e)(4) (g), (h), (i) and (f) because they consist of
investigatory material compiled for law enforcement purposes. See 7
CFR 1.123. Individual access to these files could impair
investigations and alert subjects of investigations that their
activities are being scrutinized, and thus allow them time to take
measures to prevent detection of illegal action or escape
prosecution. Disclosure of investigative techniques and procedures
and the existence and identity of confidential sources of
information would hamper law enforcement activity.
USDA/OGC-44
System name: Cases by and against the Department under the
Virus-Serum Toxin Act, USDA/OGC.
System location: Office of the General Counsel, Marketing Division,
USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government,
and individuals regulated or not regulated by the subject Act who
bring suit against the Government or a Governmental official
pursuant to, or as a consequence of the Department's administration
of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations, pertaining
to the subject Act and are an alleged violation of the subject Act.
Authority for maintenance of the system: 21 U.S.C. 151-158.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Marketing Division, OGC, USDA,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system come primarily
from witnesses, agency employees, and investigative personnel.
Systems exempted from certain provisions of the act: The portions of
this system which involve cases by the Department under the Virus-
Serum Toxin Act have been exempted pursuant to 5 U.S.C. 552a(k)(2)
from the requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1),
(e)(4)(G), (H), (I) and (f) because they consist of investigatory
material compiled for law enforcement purposes. See 7 CFR 1.123.
Individual access to these files could impair investigations and
alert subjects of investigations that their activities are being
scrutinized, and thus allow them time to take measures to prevent
detection of illegal action or escape prosecution. Disclosure of
investigative techniques and procedures and the existence and
identity of confidential sources of information would hamper law
enforcement activity.
USDA/OGC-45
System name: Acquisitions--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel''.
Categories of individuals covered by the system: Persons having or
believed to have an interest in lands which are expected to be or
have been acquired by the United States by condemnation, direct
purchase, or donation, for the use of USDA agencies.
Categories of records in the system: Partial or complete records on
individual cases, sometimes including legal opinions,
correspondence, title evidence, deeds, affidavits, certificates of
use and possession, pleadings, transcripts, and related documents.
Authority for maintenance of the system: 16 U.S.C. 460 1-4 through 460
1-11; 16 U.S.C. 473-482, 535, 551 and 555; 23 U.S.C. 205; 7 CFR
2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) Department
of Justice for institution of condemnation proceedings, (2) title
companies for title evidence, (3) notaries public for
acknowledgement, and (4) appropriate State and County officials for
filing or recording as required by law. ``Disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual on whom
the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees and title companies.
USDA/OGC-46
System name: Claims, other than Tort claims, by or against the
Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel''.
Categories of individuals covered by the system: Individuals who have
filed appeals relating to the breach of terms or provisions of a
contract with the United States Forest Service.
Categories of records in the system: The system consists of files on
individual appeals, including pleadings, agency reports, and
correspondence.
Authority for maintenance of the system: 16 U.S.C. 471-2, 16 U.S.C.
551, 7 CFR part 24, 36 CFR part 211.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The system is used by
attorneys in all phases of preparing and conducting hearings before
the United States Department of Agriculture Board of Contract
Appeals. ``Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: The information in this system, comes
primarily from claimants, witnesses, agency employees, and
investigative personnel.
USDA/OGC-47
System name: Contract Appeals--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who have
filed appeals relating to the breach of terms or provisions of a
contract with the United States Forest Service.
Categories of records in the system: The system consists of files on
individual appeals, including pleadings, agency reports, and
correspondence.
Authority for maintenance of the system: 16 U.S.C. 471-2, 16 U.S.C.
551, 7 CFR part 24, 36 CFR part 211.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The system is used by
attorneys in all phases of preparing and conducting hearings before
the United States Department of Agriculture Board of contract
Appeals. ``Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: The information in this system, comes
primarily from the appellant, witnesses, agency employees, and
private experts.
USDA/OGC48
System name: Conveyances--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Parties or potential
parties (1) to transactions involving the conveyance, reconveyance,
exchange, quitclaim or other disposal of lands or interests therein
owned or claimed by the United States in behalf of USDA agencies,
(2) having boundary disputes with USDA agencies, and (3) claiming
title to lands also claimed by the United States for the use of USDA
agencies.
Categories of records in the system: Partial or complete records on
individual cases, sometimes including legal opinions,
correspondence, title evidence, deeds, affidavits, certificates of
use and possession, pleadings, transcripts, and related documents.
Authority for maintenance of the system: 7 U.S.C. 1011(c); 7 U.S.C.
2253; 16 U.S.C. 460 1-8 and 460 q; 16 U.S.C. 485-486, 516, 519, 533,
555a, 565b, 567b; 40 U.S.C. 471, 484(c); 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The referral to (1)
Department of Justice or United States Attorney for institution of
ejectment or similar actions or to bring or defend quiet title
actions, (2) title companies for title evidence, (3) notaries public
for acknowledgment, and (4) appropriate State and County officials
for filing or recording as required by law. Disclosure may be made
to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individuals.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees and title companies.
USDA/OGC-49
System name: Easements--Forest Service--USDA/OGC.
System location: Office of the General Counsel, natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Persons having or
believed to have an interest in lands across which the United States
has acquired or expects to acquire an easement by direct purchase or
donation, for the use of USDA agencies.
Categories of records in the system: Partial or complete records on
individual cases, sometimes including legal opinions,
correspondence, title evidence, deeds, affidavits, certificates of
use and possession, pleadings transcripts, and related documents.
Authority for maintenance of the system: 16 U.S.C. 532-538 and 551; 23
U.S.C. 205; 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) title
companies for title evidence, (2) notaries public for
acknowledgment, and (3) appropriate State and County officials for
filing or recording as required by law. ``Disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees and title companies.
USDA/OGC-50
System name: Forest Appeals--Forest Service--USDA/OGC.
System location: Office of the General Counsel, natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who have
filed appeals with the United States Department of Agriculture Board
of Forest Appeals.
Categories of records in the system: The system consists of files on
individual appeals, including pleadings, agency reports, and
correspondence.
Authority for maintenance of the system: 16 U.S.C. 471-2, 16 U.S.C.
551, 36 CFR subpart B.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The system is used by
attorneys in all phases of preparing and conducting the hearings
before the United States Department of Agriculture Board of Forest
Appeals. Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: The information in this system, comes
primarily from the appellant, witnesses, agency employees, and
private experts.
USDA-OGC-51
System name: General Case Files--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Parties involved or
expected to be involved in negotiations, administrative appeals,
litigation, or other attempts to resolve legal issues or disputes
pertaining to those aspects of the organization, administration,
regulations and other activities relating to the forestry and lands
of the USDA not provided for under another system of OGC records.
This includes but is not limited to land use planning, wilderness,
forest practice, weather modification, and other environmental
issues.
Categories of records in the system: Partial or complete records on
individual cases sometimes including investigation reports, copies
of contracts or permits, legal opinions, pleadings, transcripts,
correspondence, notices of appeal, decisions of forest officers,
witness statements, and related documents.
Authority for maintenance of the system: 16 U.S.C. 471-583, 661-63,
668aa-bb, 683, 1001-09, 1131-32 and 1271-75; 42 U.S.C. 4321-74; 7
CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to Department of
Justice and United States Attorneys to defend suits brought against
the Government or its officers. Referral to the appropriate agency,
whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute or by rule,
regulation or order issued pursuant thereto. Referral to a court,
magistrate or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within the system
which constitutes evidence in that proceeding, or which is sought in
the course of discovery. Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry
from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys and investigative personnel.
USDA/OGC-52
System name: Grazing--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Persons grazing, who
have grazed, or who are expected to graze livestock on land owned by
the United States and administered by USDA agencies.
Categories of records in the system: Partial or complete records on
individual cases sometimes including investigation reports, copies
of contracts or permits, legal opinions, pleadings, transcripts,
correspondence, notices of appeal, decisions of the Board of Forest
Appeals or Agriculture Board of Contract Appeals, and related
documents.
Authority for maintenance of the system: 7 U.S.C. 1011; 16 U.S.C. 472
and 551; 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to United States
Attorney or Department of Justice to defend suits brought against
the Government or its officers. Referral to the appropriate agency,
whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute or by rule,
regulation or order issued pursuant thereto. Referral to a court,
magistrate or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within the system
which constitutes evidence in that proceeding, or which is sought in
the course of discovery. Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry
from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys and investigative personnel.
USDA/OGC-53
System name: Insecticide, Fungicide, Herbicide, and Rodenticide
Cases--Soil Conservation Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Persons claiming that
certain existing or proposed United States Department of Agriculture
activities involving the application of insecticides, pesticides,
fungicides, rodenticides, herbicides, nematocides, defoliants,
desiccants or plant regulators may be unlawful, and parties or
potential parties to litigation or administrative hearings involving
such activities.
Categories of records in the system: Partial or complete records files
on individual cases, sometimes including investigation reports,
copies of contracts or permits, pleadings, transcripts,
correspondence, witness statements, legal opinions, and related
documents.
Authority for maintenance of the system: 7 U.S.C. 135-36y; 42 U.S.C.
4321-74; 5 U.S.C. 301; 44 U.S.C. 3101; 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) Department
of Justice to defend suits brought against the Government or its
officers and (2) Environmental Protection Agency (EPA) for
administrative handling under the above-cited authority. Disclosure
may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained or, in some instances, cross-
indexed by the names of other individuals mentioned in the files.
Safeguards: Records are kept in locked offices, with pending case files
and investigation reports being kept in locked drawers.
Retention and disposal: Records are retained up to 5 years after case
is closed, then are destroyed unless retained for research value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address listed
above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: The individuals in the system, agency and EPA
employees, witnesses, attorneys, and investigative personnel.
USDA/OGC-54
System name: Land Acquisitions--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals from whom
the Forest Service purchases a fee interest in real estate.
Categories of records in the system: The system consists of files on
individual sellers of land, including options and title information.
Authority for maintenance of the system: 16 U.S.C. 515-517, 555, 4601-
4609, and 7 U.S.C. 428a.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The system is used by
attorneys in title clearance and acquisition closings. Disclosure
may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: The information in this system comes
primarily from the individuals from whom the land is being
purchased, abstract and title companies, and agency employees.
USDA/OGC-55
System name: Land Exchanges, General Exchange Act--Forest
Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA;
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who have
offered to exchange private lands for National Forest lands or
National Grasslands.
Categories of records in the system: The system consists of files on
individual exchanges, including offers, title information, and
correspondence.
Authority for maintenance of the system: 16 U.S.C. 485, 486.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The system is used by
attorneys in title evaluation and exchange closings. Disclosure may
be made to a congressional office from the record of an individual
in response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining accesss to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: The information in the system comes primarily
from the exchange proponent, title and abstract companies, and
agency employees.
USDA/OGC-56
System name: Land Exchanges, other than Exchange Act--Forest
Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who have
offered to exchange private lands for National Forest lands or
National Grasslands.
Categories of records in the system: The system consists of files on
individual land exchanges, including title information and agency
reports.
Authority for maintenance of the system: 16 U.S.C. 516, 555a and 484a,
and many other general and specific acts authorizing land exchanges.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: The system is used by
attorneys in title examination and exchange closings. Disclosure may
be made to a congressional office from the record of an individual
in response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: The information in this system comes
primarily from the land exchange proponent, title and abstract
companies, and agency employees.
USDA/OGC-57
System name: Leases--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Persons leasing or
intending to lease property to or from USDA agencies; persons
occupying property subject to or under such leases or proposed
leases, and persons having or claiming an interest in land covered
by such leases or proposed leases.
Categories of records in the system: Partial or complete records on
individual cases sometimes including investigation reports, copies
of contracts, leases or permits, legal opinions, pleadings,
transcripts, correspondence, and related documents.
Authority for maintenance of the system: 7 U.S.C. 1011(c); 16 U.S.C.
460d-2 and 580g; 43 U.S.C. 931c-d; 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to Department of
Justice and United States Attorneys to defend suits brought against
the Government or its officers. Referral to the appropriate agency,
whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation, or
order issued pursuant thereto of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program statute, or
by rule, regulation, or order issued pursuant thereto. Referral to a
court, magistrate, or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record
within the system which constitutes evidence in that proceeding, or
which is sought in the course of discovery. Disclosure may be made
to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining accesss to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys and investigative personnel.
USDA/OGC-58
System name: Legislation--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Persons occupying USDA
lands who are involved or expected to be involved in disputes
concerning the applicability of Federal, State, or local civil or
criminal legislation or administrative regulations to their
activities or possessory interests.
Categories of records in the system: Partial or complete records on
individual cases sometimes including investigation reports, copies
of contracts or permits, legal opinions, pleadings, transcripts,
correspondence, notices of appeals, decisions of forest officers,
witnesses statements, and related documents.
Authority for maintenance of the system: 16 U.S.C. 471-583, 661-63,
668aa-bb, 683, 1001-09, 1131-32 and 1271-75; 42 U.S.C. 4321-74; 7
CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to Department of
Justice and United States Attorneys to defend suits brought against
the Government or its officers.
Referral to the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule regulation, or order issued
pursuant thereto. Referral to a court, magistrate, or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery.
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys and investigative personnel.
USDA/OGC-59
System name: Minerals and Mining Claims--Forest Service--USDA/
OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana, Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Persons claiming
mining or mineral rights on lands owned or claimed by the United
States in behalf of USDA agencies; persons occupying or claiming an
interest in such lands pursuant to such claims or under color
thereof; persons having an interest in land in which the United
States has reserved, or claims, minerals or mineral rights from the
United States.
Categories of records in the system: Partial or complete records on
individual cases, sometimes including notices of claim and related
documents; copies of leases, contracts or permits; title evidence;
investigation reports; pleadings; transcripts; legal opinions;
correspondence; etc.
Authority for maintenance of the system: 16 U.S.C. 478, 482, 495, and
520; 30 U.S.C. 22-47, 141-42, 181, 351-59, 601-02, 611-15, 621, 701-
08; 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) Department
of Justice or United States Attorney for institution of ejectment or
similar actions or to bring or defend quiet title actions or other
litigation pertaining to actual or claimed mineral rights, uses, or
reservations; (2) Department of the Interior for performance of its
functions under the foregoing-cited authority and related laws and
for administrative determinations regarding the validity of mining
claims; (3) evaluation and preparation of proposed mineral contests.
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys, Department of the Interior
employees and Administrative Law Judges, and investigative
personnel.
USDA/OGC-60
System name: Program Cooperators--Soil Conservation Service--
USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisbury, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Persons applying for
or receiving financial aid, engineering services, advice or
assistance under Soil Conservation Service (SCS) - sponsored or
financed programs; parties or potential parties to litigation or
administrative hearings involving SCS-sponsored or financed
programs; and parties contracting with soil conservation districts
and similar organizations formed pursuant to state laws to pursue
programs of watershed protection, flood prevention or soil
conservation with the assistance of SCS.
Categories of records in the system: Partial or complete records, files
on individual cases, sometimes including legal opinions, deeds,
contracts, permits, title evidence, investigation reports, legal
opinions, affidavits, pleadings, correspondence, transcripts and
related documents.
Authority for maintenance of the system: 16 U.S.C. 590a-590f, 1001-
1011; 5 U.S.C. 301; 44 U.S.C. 3101; 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) the United
States Attorney or Department of Justice for the investigation or
prosecution of a violation of law, or for the enforcement or
implementation of statutes, rules, regulations or orders issued
pursuant thereto, or for the defense of suits brought against the
Department of Agriculture, the Soil Conservation Service,
cooperating local organization or officers thereof; (2) a court,
magistrate or administrative tribunal, or to assigning or opposing
counsel in a proceeding before any of the above; (3) title companies
for title evidence; and (4) appropriate state and local officials
for filing or recording. Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry
from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained or, in some instances, cross-
indexed by the names of other individuals mentioned in the files.
Safeguards: Records are kept in locked offices, with pending case files
and investigation reports being kept in locked drawers.
Retention and disposal: Records are retained up to 5 years after case
is closed, then are destroyed unless retained for research value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address listed
above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of acting giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: The individuals in the system, agency
employees, State and local officials, attorneys, witnesses, title
companies, credit bureaus, and investigative personnel.
USDA/OGC-61
System name: Rights-of-Way--Acquisition--Forest Service--USDA/
OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals from whom
the Forest Service purchases easements or rights-of-way for the
forest roads and trails system.
Categories of records in the system: The system consists of options,
title information and correspondence.
Authority for maintenance of the system: 16 U.S.C. 471.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Information is used by
attorneys in preparing and evaluating acquisition documents and
title to the land on which the right-of-way lies. Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Information in this system comes primarily
from abstract and title companies, individual sellers and agency
personnel.
USDA/OGC-62
System name: Special Uses--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon, San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Applicants for Forest
Service special use permits, persons occupying land owned by the
United States pursuant to such permits, and persons claiming under
those persons.
Categories of records in the system: Partial or complete records on
individual cases, sometimes including investigation reports, copies
of contracts or permits, legal opinions, pleadings, transcripts,
correspondence, notices of appeal, decisions of forest officers,
witness statements, decisions of the Board of Forest Appeals or
Agriculture Board of Contract Appeals, and related documents.
Authority for maintenance of the system: 16 U.S.C. 432, 497, 522, 551
and 580d; 43 U.S.C. 931c-d; 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to United States
Attorney or Department of Justice to defend suits brought against
the Government or its officers. Referral to the appropriate agency,
whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation, or
order issued pursuant thereto of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program statute, or
by rule, regulation, or order issued pursuant thereto. Referral to a
court, magistrate, or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record
within the system which constitutes evidence in that proceeding, or
which is sought in the course of discovery. ``Disclosure may be made
to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys and investigative personnel.
USDA/OGC-63
System name: Timber Sales--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Persons contracting to
purchase timber from the Forest Service and persons which the Forest
Service seeks to debar from such contracting; Unsuccessful bidders
at such sales and persons protesting awards or proposed awards of
same; Individuals who have breached a provision of a timber contract
or who have otherwise engaged in conduct which raises a legal
question concerning timber sale administration.
Categories of records in the system: Partial or complete records on
individual cases, sometimes including legal opinions, copies of
timber sale agreements, notices of appeal, investigation reports,
pleadings, decisions of the Board of Forest Appeals or Agriculture
Board of Contract Appeals, transcripts, correspondence, and related
documents.
Authority for maintenance of the system: 16 U.S.C. 476-77, 491 and 616;
7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the Department
of Justice or United States Attorney to defend suits brought against
the Government or its officers. Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Referral to the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto. Referral to a court, magistrate, or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
forest officers, agency employees, witnesses, attorneys, and
investigative personnel.
USDA/OGC-64
System name: Title Claims and Occupancy and Use Cases--Forest
Service--USDA/OGC.
System location: Office of the General Counsel, Research and Operations
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who file
claims against USDA arising out of Forest Service land acquisitions
under the Treaty of Paris, the Weeks Law and the Uniform Relocation
Assistance and Real Property Acquisition Policies Act; and cases
arising out of the occupancy and use of properties administered by
the Forest Service in the Caribbean National Forest.
Categories of records in the system: The system consists of complete
files on individual claims, including correspondence, claim forms,
deeds, land surveys, aerial photographs, disclaimers, abstract of
title reports, maps, statements of witnesses, agency reports.
Authority for maintenance of the system: 30 Stat. at Large, page 1754,
Revised Stat. 1911, section 6503-6610, 36 Stat. 961, as amended, 16
U.S.C. 515-517, 5231, 46 Stat. 1516, 43 Stat. 1133, as amended, 16
U.S.C. 555, 70 Stat. 1034, 7 U.S.C. 428(a), 78 Stat. 903, as
amended, 16 U.S.C. 4601-9, 42 U.S.C. 4601(6), 4601(8), 4621, 4622,
4651, 4653, 16 U.S.C. 476, 16 U.S.C. 478, 16 U.S.C. 529-531, 16
U.S.C. 477, 16 U.S.C. 491, 16 U.S.C. 481, 38 Stat. 1101, as amended.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) internal;
(2) Department of Justice and United States Attorneys for defense of
suits that may be brought against the United States. ``Disclosure
may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Information in this system comes primarily
from claimants, witnesses, agency employees, and investigative
personnel.
USDA/OGC-65
System name: Trespass and Claims Cases--Forest Service--USDA/
OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Persons who have or
are suspected of having committed trespasses, other torts, and
breaches of contract on USDA lands involving unauthorized cutting of
timber, occupancy and use, grazing, or removal of minerals; the
negligent or willful setting of fires, and fire suppression costs;
breaches of timber sales agreements and similar actions.
Categories of records in the system: Partial or complete files on
individual cases, sometimes including copies of contracts or
permits, investigation reports, statements of witnesses, pleadings,
transcripts, legal opinions, correspondence, and related documents.
Authority for maintenance of the system: 16 U.S.C. 471-583, 661-63,
668aa-bb, 683, 1001-09, 1131-32 and 1271-75; 42 U.S.C. 4321-74; 7
CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to the Department
of Justice and United States Attorney to defend suits brought
against the Government or its officers. Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law,
or of enforcing or implementing the statute, rule, regulation, or
order issued pursuant thereto of any record within this system when
information available indicates a violation or potential violation
of law, whether civil, criminal, or regulatory in nature, and
whether arising by general statute or particular program statute, or
by rule, regulation, or order issued pursuant thereto. Referral to a
court, magistrate, or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record
within the system which constitutes evidence in that proceeding, or
which is sought in the course of discovery. Disclosure may be made
to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys, and investigative personnel.
USDA/OGC-66
System name: United States Magistrates--Forest Service--USDA/
OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Alleged and convicted
violators of Forest Service petty offense regulations (36 CFR parts
211-95) and other minor offenses.
Categories of records in the system: Partial or complete records on
individual cases, sometimes including copies of citations,
pleadings, correspondence, and related documents.
Authority for maintenance of the system: 16 U.S.C. 472, 528-31 and 551;
18 U.S.C. 711 and 3401; 36 CFR parts 211-95; 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to United States
Attorneys for consideration of criminal action by the Government and
to Magistrates for trial. Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry
from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily Forest officers, witnesses,
attorneys, State and local law enforcement officers, and
investigative personnel.
USDA/OGC-67
System name: Water Cases--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Persons claiming or
believed to be claiming water rights, water use privileges, or
rights-of-way to transport water (1) on land owned or leased by the
United States and administered by USDA agencies, (2) in conflict
with or from the same sources as water rights claimed or reserved by
the United States for the benefit of USDA agencies, or (3) by reason
of a permit from or agreement with USDA agencies.
Categories of records in the system: Partial or complete files on
individual cases, sometimes including investigation reports, notices
of claims, copies of contracts or permits, legal opinions,
pleadings, transcripts, correspondence and related documents.
Authority for maintenance of the system: 16 U.S.C. 481, 524, 552a-552d,
and 460 1-12; 33 U.S.C. 701b-1; 42 U.S.C. 1962-1962b; 43 U.S.C. 946-
49 and 951.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to appropriate
State agencies for administrative hearings and to the Department of
Justice and United States Attorneys to defend suits brought against
the Government or its officers.
Referral to the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto. Referral to a court, magistrate, or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery.
Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also
kept in locked drawers.
Retention and disposal: Records are retained up to five years after
file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources Division,
OGC, USDA, Washington, DC 20250, or the appropriate Regional
Attorney or Attorney in Charge at the applicable address specified
in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager,
or from the appropriate Regional Attorney or Attorney in Charge at
the applicable address listed above. If the specific location of the
record is not known, the individual should address his request to
the Director, Natural Resources Division, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record in
the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, State officials, attorneys, and
investigative personnel.
USDA/OGC-68
System name: Court Cases Brought Pursuant to the Packers and
Stockyards Act, as amended, in which the Government is Defendant,
USDA/OGC.
System location: Office of the General Counsel, Packers and Stockyards
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who bring
suit against the Government or a Governmental official pursuant to,
or as a consequence of the Department's administration of, the
subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 181 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administritive tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Packers and Stockyards
Division, OGC, USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director, Packers
and Stockyards Division, OGC, USDA, Washington, DC, telephone 202-
447-5935. A request for information pertaining to an individual
should contain: Name, address, and particulars involved (i.e., the
name of action filed, Act filed under, etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to and contesting a record in the
system which pertains to him, by submitting a written request to the
appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from witnesses, agency employees, and investigative personnel.
USDA/OGC-69
System name: Packers and Stockyards Act--Administrative Cases--
USDA/OGC.
System location: Office of the General Counsel, Packers and Stockyards
Division, USDA, Washington, DC, and Offices of Regional Attorneys
and Attorneys-in-Charge, OGC, USDA, at the following locations:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Juneau, Alaska; Little
Rock, Arkansas; Milwaukee, Wisconsin; Temple, Texas; Missoula,
Montana; Ogden, Utah; Portland, Oregon; St. Paul, Minnesota; San
Francisco, California; Santurce, Puerto Rico; Shawnee Mission,
Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 181 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, or rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Packers and Stockyards
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the address specified
above.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and
(f) because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USDA/OGC-70
System name: Packers and Stockyards Act--Civil and Criminal
Cases--USDA/OGC.
System location: Office of the General Counsel, Packers and Stockyards
Division, USDA, Washington, DC, and Offices of Regional Attorneys
and Attorneys-in-Charge, OGC, USDA, at the following locations:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Juneau, Alaska; Little
Rock, Arkansas; Milwaukee, Wisconsin; Temple, Texas; Missoula,
Montana; Ogden, Utah; Portland, Oregon; St. Paul, Minnesota; San
Francisco, California; Santurce, Puerto Rico; Shawnee Mission,
Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who are
regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 181 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: (1) Referral to the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, or rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding, or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations; (3) presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate or administrative tribunal; (4) disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office of file cabinet.
Retention and disposal: Records are maintained until file is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Packers and Stockyards
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the address specified
above.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H), (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential
sources of information would hamper law enforcement activity.
USCA/OGC-71
System name: Civil Rights, Administrative and Judicial
Actions--USDA/OGC.
System location: Office of the General Counsel, Research and Operations
Division, USDA, Washington, DC 20250, and Offices of Regional
Attorneys and Attorneys-in-charge, OGC, USDA, at the following
locations: Albuquerque, New Mexico; Atlanta, Georgia; Chicago,
Illinois; Denver, Colorado; Harrisburg, Pennsylvania; Little Rock,
Arkansas; Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana;
Ogden, Utah; Portland, Oregon; San Francisco, California; Santurce,
Puerto Rico; Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who have
brought suit or filed administrative complaints against USDA or USDA
employees or recipients of USDA assistance alleging discrimination
on the basis of race, color, or national origin by USDA, its
employees or recipients of assistance from USDA.
Categories of records in the system: The system consists of complete
files on individual suits or administrative actions, including
investigation reports, administrative determinations, statements of
witnesses, and agency reports.
Authority for maintenance of the system: 42 U.S.C. 2000(d); 5 U.S.C.
301; 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) Department
of Justice for defense or prosecution of suits brought involving
USDA, an officer or employee of USDA, or the United States; (2) the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(3) a court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record
within the system which constitutes evidence in that proceeding, or
which is sought in the course of discovery; (4) the Civil Rights
Commission in response to its request for information; (5)
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional ofice
made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until case is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records center in accordance with
such directives.
System manager(s) and address: Director, Research and Operations
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney-in-Charge at the address specified
above.
Notification procedure: Any individual may request information
regarding this system or records, or information as to whether the
system contains records pertaining to him from the Director,
Research and Operations Division, OGC, USDA, Washington, DC 20250,
or the appropriate Regional Attorney or Attorney-in-Charge at the
address listed above. If the specific location of the record is not
known, the individual should address his request to the Director,
Research and Operations Division, who, if necessary, will refer it
to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved.
Record access procedures: any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from litigants, witnesses, agency employees, and investigative
personnel.
USDA/OGC-72
System name: Claims By and Against USDA, USDA/OGC.
System location: Office of the General Counsel, Research and Operations
Division, USDA, Washington, DC 20250, and Offices of Regional
Attorneys and Attorneys-in-Charge, OGC, USDA, at the following
locations: Albuquerque, New Mexico; Atlanta, Georgia; Chicago,
Illinois; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who file
or may file (1) claims against USDA pursuant to the Federal Tort
Claims Act and the Military Personnel and Civilian Employees Claims
Act, (2) claims against the Forest Service pursuant to 16 USC 502,
556c, or 574, and (3) tort suits against the United States or its
officers or instrumentalities concerning USDA activities;
individuals against whom the Department has a monetary claim arising
out of USDA-provided services, their employment by USDA, or damages
to USDA property.
Categories of records in the system: The system consists of files on
individual claims, including claim forms, police reports,
investigation and accident reports, statements of witnesses, agency
reports, correspondence, legal opinions, pleadings, transcripts, and
related documents, and other information pertaining to matters
referred by USDA agencies requesting legal assistance in settlement
of claims against individuals arising out of USDA-provided services,
their employment by USDA, or damages to USDA property.
Authority for maintenance of the system: 16 U.S.C. 502, 556c, 574; 28
U.S.C. 1345, 1346, 2671-2680; 31 U.S.C. 240-243; 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) Department
of Justice for concurrence of allowance of tort claims over 25,000,
for defense of tort suits brought against the United States or its
officers, and for institution of suit for recovery of claims by
USDA; (2) Department of Labor in cases involving Job Corpsmen or
arising under the Federal Employees Compensation Act (5 USC Chapter
81); (3) insurance companies for handling of claims; (4) the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(5) a court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record
within the system which constitutes evidence in that proceeding, or
which is sought in the course of discovery; (6) disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual. In some
instances, they are also cross-indexed by the names of other
individuals mentioned in the files.
Safeguards: Records are kept in a locked office. Some sensitive
materials are kept in locked drawers.
Retention and disposal: Records are maintained until case is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records center in accordance with
such directives.
System manager(s) and address: Director, Research and Operations
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney-in-Charge at the address specified
above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Research and Operations Division, OGC, USDA, Washington, DC 20250,
or the appropriate Regional Attorney or Attorney-in-Charge at the
address listed above. If the specific location of the record is not
known, the individual should address his request to the Director,
Research and Operations Division, who, if necessary, will refer it
to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from claimants, witnesses, agency employees, and investigative
personnel.
USDA/OGC-73
System name: Contract Cases, USDA/OGC.
System location: Office of the General Counsel, Research and Operations
Division, USDA, Washington, DC 20250, and Offices of Regional
Attorneys and Attorneys-in-Charge, OGC, USDA, at the following
locations: Albuquerque, New Mexico; Atlanta, Georgia; Chicago,
Illinois; Denver, Colorado; Harrisburg, Pennsylvania; Little Rock,
Arkansas; Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each filed office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Persons who submit
offers or bids to solicitations of agencies of USDA or who contract
with agencies of USDA.
Categories of records in the system: The system consists of partial
and/or complete files relating to legal issues that arise out of the
procurement activities of USDA; it includes copies of contracts,
contract claims, investigation reports, contracting officer's
decisions, correspondence, and pleadings, transcripts, and related
documents in contract appeal cases before the USDA Board of Contract
Appeals.
Authority for maintenance of the system: 41 U.S.C. 251 et seq; 7 CFR
2.31; 41 CFR Chapters 1 and 4.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) a court, magistrate, or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record
within the system which constitutes evidence in that proceeding, or
which is sought in the course of discover; (3) the General
Accounting Office for determination of bid protests, and questions
on information, rescission, mistake in bid, and remission of
liquidated damages; (4) Department of Justice for defense of suits
filed against Government or for institution of suit for recovery of
claims arising under the contract; (5) disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.''
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual bidder,
offeror, or contractor.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until case is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records center in accordance with
such directives.
System manager(s) and address: Director, Research and Operations
Division, OGC, USDA, Washington, DC, or the appropriate Regional
Attorney or Attorney-in-Charge at the address specified above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Research and Operations Division, OGC, USDA, Washington, DC, or the
appropriate Regional Attorney or Attorney-in-charge at the address
listed above. If the specific location of the record is not known,
the individual should address his request to the director, Research
and Operations Division, who, if necessary, will refer it to the
appropriate field office. A request for information pertaining to an
individual should contain: Name, address, and particulars involved.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from bidders, offerors, contractors, witnesses, agency employees,
and investigation personnel.
USDA/OGC-74
System name: Patents and Inventions of Department Employees,
USDA/OGC.
System location: Office of the General Counsel, Research and Operations
Division, USDA, Washington, DC 20250.
Categories of individuals covered by the system: Individuals who make
inventions pursuant to their employment by USDA.
Categories of records in the system: The system consists of files on
descriptions of the individual's invention, and all papers and forms
in connection with matters pending before the U.S. Patent and
Trademark office.
Authority for maintenance of the system: 5 U.S.C. 301; 35 U.S.C. 1-293;
37 CFR 100-100.11; 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Copies of all papers and
forms sent to the U.S. Patent and Trademark Office are
simultaneously placed in said files. Referral to the Department of
Justice in the event of appeal from action by the Patent and
Trademark Office. Disclosure may be made to a congressional office
from the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual inventor.
Safeguards: Records are maintained in Government building with security
guards.
Retention and disposal: Records are maintained for 20 years.
System manager(s) and address: Director, Research and Operations
Division, OGC, USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager. A
request for information pertaining to an individual should contain:
Name and address of the inventor, and other particulars (i.e., the
date of the papers filed with the U.S. Patent and Trademark Office,
etc.).
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the System
Manager. This request should contain the information specified in
the preceding paragraph.
Contesting record procedures: Same are Record Access Procedures.
Record source categories: Information in this system comes primarily
from agency employee-inventors, agency patent personnel and
employees of the U.S. Patent and Trademark Office.
USDA/OGC-75
System name: Personnel Irregularities, USDA/OGC.
System location: Office of the General Counsel, Research and Operations
Division, USDA, Washington, DC 20250, and offices of Regional
Attorneys and Attorneys-in-Charge, OGC, USDA, at the following
locations: Albuquerque, New Mexico; Atlanta, Georgia; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Employees and former
employees of USDA, members of local and county committees
established pursuant to 16 U.S.C. 590h(b), employees of such county
committees, and extension service agents performing duty pursuant to
7 U.S.C. 341-349.
Categories of records in the system: The system consists of
investigation reports and other relevant documents pertaining to
violations of criminal statutes.
Authority for maintenance of the system: Titles 5, 18 U.S.C.; 7 CFR
2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(2) a court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, or any record
within the system which constitutes evidence in that proceeding, or
which is sought in the course of discovery; (3) Department of
Justice for institution of suits to recover claims by USDA arising
out of irregularities; (4) disclosure may be made to a congressional
office from the record of an individual in response to an inquiry
from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual employee.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until case is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records centers in accordance
with such directives.
System manager(s) and address: Director, Research and Operations
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney-in-Charge at the address specified
above.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements
of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4) (G), (H), and (I) and
(f) because it consists of investigatory material compiled for law
enforcement purposes. Individual access to these files could impair
investigations and alert subjects of investigations that their
activities are being scrutinized, and thus allow them time to take
measures to prevent detection of illegal action or escape
prosecution. Disclosure of investigative techniques and procedures
and the existence and identity of confidential sources of
information would hamper law enforcement activity.
USDA/OGC-76
System name: Personnel Suits, USDA/OGC.
System location: Office of the General Counsel, Research and Operations
Division, USDA, Washington, DC 20250, and offices of Regional
Attorneys and Attorneys-in-Charge, OGC, USDA, at the following
locations: Albuquerque, New Mexico; Atlanta, Georgia; Chicago,
Illinois; Denver, Colorado; Harrisburg, Pennsylvania; Little Rock,
Arkansas; Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone directories
of the respective cities listed above under the heading ``United
States Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Employees and former
employees of USDA, and applicants for employment with USDA who
institute suits against USDA, an officer or employee thereof, or the
United States, alleging a wrongful personnel action taken against
them.
Categories of records in the system: The system consists of complete
files on individual suits, including personnel records,
investigation reports, administrative determinations, statements of
witnesses, and agency reports.
Authority for maintenance of the system: 5 U.S.C. 301, 5596, 7501,
7511-7512; 42 U.S.C. 2000e-16; 7 CFR 2.31.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referral to (1) Department
of Justice for defense of personnel suits brought against USDA, an
officer or employee of USDA, or the United States; (2) the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto;
(3) a court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record
within the system which constitutes evidence in that proceeding, or
which is sought in the course of discovery; (4) disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual litigant.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until case is closed or
no longer needed or as otherwise provided in agency directives and
disposed of or sent to appropriate records center in accordance with
such directives.
System manager(s) and address: Director, Research and Operations
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney-in-Charge at the address specified
above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Research and Operations Division, OGC, USDA, Washington, DC 20250,
or the appropriate Regional Attorney or Attorney-in-Charge at the
address listed above. If the specific location of the record is not
known, the individual should address his request to the Director,
Research and Operations Division, who, if necessary, will refer it
to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved.
Record access procedures: Any individual may obtain information as to
the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes primarily
from litigants, witnesses, agency employees, and investigative
personnel.
Office of International Cooperation and Development
USDA/OICD-1
System name: Automated Skills Inventory System (ASIST).
System location:
Office of International Cooperation and Development, United States
Department of Agriculture, 14th and Independence Ave., SW, Washington,
DC 20250.
Categories of individuals covered by the system:
Individuals and/or firms from the private sector, university community
and federal agencies who are seeking assignments with OICD.
Categories of records in the system:
The system consists of a summary of applicant qualifications, a resume
or other documentation providing detailed information relative to
education and/or experience, an assessment of his/her performance of
OICD assignments (if applicable), and related correspondence.
Authority for maintenance of the system:
7 U.S.C. 3191.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Information is made available to agency contracting officers to
determine if Federal employees with required qualifications are
available and, if not, to initiate development of an acquisition and
to facilitate competitive selection in the issuance of agency
acquisitions. Referral of information is made to (1) authorized
individuals of other Federal agencies or international organizations
seeking technically qualified individuals/firms in the field of
agriculture; (2) accredited investigative agents of any Federal agency
to carry out investigative functions; (3) current and former
contractors to review their own records; (4) appropriate agencies,
whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law, or
of enforcing or implementing the statute, rule, regulation or order
issued pursuant thereto, of any record within this system when
available information indicates a violation or potential violation of
law, whether civil, criminal, or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation or order issued pursuant thereto; and (5) a court,
magistrate or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within the system
which constitutes evidence in that proceeding, or is sought in the
course of discovery.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in file folders at the agency address listed
above; qualification summaries are maintained in an automated database
for easy retrieval.
Retrievability:
Paper records are indexed alphabetically and/or by identification
number. Automated records may be retrieved by education, experience,
language capability or other criteria required for the successful
conduct of proposed assignments or acquisitions.
Safeguards:
All records containing personal information are maintained in secured
file cabinets and in secured computer terminal rooms.
Retention and disposal:
Records are maintained indefinitely for active applicants. If an
applicant is not selected for three (3) years after receipt of his/her
application, the application will be destroyed in conformance with
approved records schedules.
System manager(s) and address:
Assistant Administrator for Administration, Office of International
Cooperation and Development, United States Department of Agriculture,
14th and Independence Ave., SW, Washington, DC 20250.
Notification procedure:
A request for information should be addressed to the Assistant
Administrator for Administration, Office of International Cooperation
and Development (address above).
Record access procedures:
Individuals or firms who wish to gain access to or amend records
pertaining to themselves should submit a written request to the
Assistant Administrator for Administration, Office of International
Cooperation and Development (address above).
Contesting record procedures:
Same as record access procedures.
Record source categories:
Information in this system comes from applicants for agency
acquisition or Federal employees interested in agricultural
development assignments; evaluations are made by responsible Federal
officials.
Office of Inspector General
USDA/OIG-1
System name:
Employee Records, USDA/OIG.
System location:
In the headquarters offices of the U.S. Department of Agriculture
(USDA), Office of Inspector General (OIG) and Office of Personnel (OP)
in the Agriculture Administration Building, 14th Street and
Independence Avenue SW, Washington, DC 20250-2307, and in the
following OIG regional offices and suboffices:
OIG Regional Offices
600 Harrison Street, Suite 225, San Francisco, California
94107
401 West Peachtree Street NW., Room 2328, Audit; Room 2329,
Investigations, Atlanta, Georgia 30365-3520
111 North Canal Street, Suite 1130, Chicago, Illinois 60606-
7295
6505 Belcrest Road, Room 428-A, Hyattsville, Maryland 20782
9435 Holmes Road, Room 233, Audit; Room 220, Financial
Management and ADP Audit Operations; Room 210,
Investigations, Kansas City, Missouri 64141
26 Federal Plaza, Room 1409, New York, New York 10278
101 South Main, Room 324, Audit; Room 311, Investigations,
Temple, Texas 76501
OIG/Audit Suboffices
700 West Capitol, Room 2518, Little Rock, Arkansas 72201
1510 ``J'' Street, Suite 120, Sacramento, California 95814
2850 McClellan, Suite 3500, Fort Collins, Colorado 80525
3008 NW. 13th Street, Suite B, Gainesville, Florida 32609
3736 Government Street, Alexandria, Louisiana 71302
13800 Old Gentilly Road, New Orleans, Louisiana 70129
3001 Coolidge Road, Suite 150, East Lansing, Michigan 48823-
6321
375 Jackson Street, Suite 320, St. Paul, Minnesota 55101-1850
Millsaps Building, Suite 400, 201 West Capitol Street,
Jackson, Mississippi 39201
1520 Market Street, Room 1624, St. Louis, Missouri 63103
100 Centennial Mall North, Room 276, Lincoln, Nebraska 68508
Mercer Corporate Park, 310 Corporate Boulevard, Robinsville,
NJ 08691-1598
26 Federal Plaza, Room 1415, New York, New York 10278
4407 Bland Road, Room 100, Raleigh, North Carolina 27609
200 N. High Street, Room 346, Columbus, Ohio 43215-2408
511 Northwest Broadway, Room 501, Portland, Oregon 97209
One Credit Union Place, Suite 350, Harrisburg, Pennsylvania
17110-2992
233 Cumberland Bend, Room 204, Nashville, Tennessee 37228
1200 Main Tower, Room 880, Dallas, Texas 75202
OIG/Investigation Suboffices
522 N. Central Avenue, Room 206, Phoenix, Arizona 85004
300 N. Los Angeles Street, Room 3124, Los Angeles, California
90012
1510 ``J'' Street, Suite 110, Sacramento, California 95814
Federal Building, Customs House, 721 19th Street, Room 404,
Denver, Colorado 80202
6039 Lakeside Boulevard, Indianapolis, Indiana 46278-1989
3001 Coolidge Road, Suite 150, East Lansing, Michigan 48823-
6321
375 Jackson Street, Suite 320, St. Paul, Minnesota 55101-1850
Millsaps Building, Suite 410, 201 West Capitol Street,
Jackson, Mississippi 39201
911 Washington Avenue, Suite 203, St. Louis, Missouri 63101
4407 Bland Road, Room 110, Raleigh, North Carolina 27609
200 North High Street, Room 350, Columbus, Ohio 43215-2408
120 South Warner Road, King of Prussia, Pennsylvania 19406
233 Cumberland Bend, Room 208, Nashville, Tennessee
37228
1200 Main Tower, Room 880, Dallas, Texas 75202
1000 Second Avenue, Suite 1950, Seattle, Washington 98104
Categories of individuals covered by the system:
OIG temporary and permanent employees, former employees of OIG and
predecessor offices, and applicants for employment.
Categories of records in the system:
These records show or relate to employment, personnel management, and
work-related information, including position, classification, title,
grade, pay rate, pay, temporary and permanent addresses and telephone
numbers for home and work, copies of security clearance forms, program
and performance evaluations, promotions, retirement, disciplinary
actions, appeals, incentive programs, unemployment compensation,
leave, complaints and grievances, health benefits, equal employment
opportunity, automation of personnel data, travel information,
accident reports and related information, activity reports,
participation in savings and contribution programs, availability for
employment, for assignment, or for transfer, qualifications (for law
enforcement employees this includes Attorney General designations,
training certificates, physical fitness data, and medical officer's
certification excluding any personal medical data), awards, hours
worked, issuance of credentials, passports, and other identification,
assignment and accountability of property and other things of value,
parking space assignments, training and development, special
assignments, and exit interviews.
Other employee records are covered by other systems as follows: For
Official Personnel Folder (OPF) data refer to USDA/OP-1, Personnel and
Payroll System for USDA Employees; for medical records, including SF-
78, Certificate of Medical Examination, and drug testing records,
refer to OPM/GOVT-10, Employee Medical File System; for pre-employment
inquiries refer to USDA/OIG-3, Investigative Files and Automated
Investigative Indices; for annual financial disclosure statements
refer to OPM/GOVT-8, Confidential Statements of Employment of
Financial Interests.
Authority for maintenance of the system:
Pub. L. 95-452, as amended, 5 U.S.C. App.; 5 U.S.C. 301; 7 U.S.C.
2270.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) A record from the system of records which indicates either by
itself or in combination with other information, a violation or
potential violation of a contract or of law, whether civil, criminal,
or regulatory, or which otherwise reflects on the qualifications or
fitness of a licensed (or seeking to be licensed) individual, may be
disclosed to a Federal, State, local, foreign, or self-regulatory
agency (including but not limited to organizations such as
professional associations or licensing boards), or other public
authority that investigates or prosecutes or assists in such
investigation, prosecution, enforcement, implementation, or issuance
of this statute, rule, regulation, order, or license.
(2) A record from the system of records may be disclosed to a Federal,
State, local, or foreign agency, other public authority, consumer
reporting agency, or professional organization maintaining civil,
criminal, or other relevant enforcement or other pertinent records,
such as current licenses, in order to obtain information relevant to
an OIG decision concerning employee retention or other personnel
action, issuance of a security clearance, letting of a contract or
other procurement action, issuance of a benefit, establishment of a
claim, collection of a delinquent debt, or initiation of an
administrative, civil, or criminal action.
(3) A record from the system of records may be disclosed to a Federal,
State, local, foreign, or self-regulatory agency (including but not
limited to organizations such as professional associations or
licensing boards), or other public authority, to the extent the
information is relevant and necessary to the requestor's hiring or
retention of an individual or any other personnel action, issuance or
revocation of a security clearance, license, grant, or other benefit,
establishment of a claim, letting of a contract, reporting of an
investigation of an individual, for purposes of a suspension or
debarment action, or the initiation of administrative, civil, or
criminal action.
(4) A record from the system of records may be disclosed to any
source--private or public--to the extent necessary to secure from such
source information relevant to a legitimate OIG investigation, audit,
or other inquiry.
(5) A record from the system of records may be disclosed to the
Department of Justice in the course of litigation when the use of such
records by the Department of Justice is deemed relevant and necessary
to the litigation and may be disclosed in a proceeding before a court,
Ad Hoc forum, adjudicative body, or administrative tribunal, or in the
course of civil discovery, litigation, or settlement negotiations,
when a party to a legal action or an entity or individual having an
interest in the litigation includes of the following:
(a) The OIG are any component thereof;
(b) Any employee of the OIG in his or her official capacity;
(c) Any employee of the OIG in his or her individual capacity where
the Department of Justice has agreed to represent the employee; or
(d) The United States, where the OIG determines that litigation is
likely to affect USDA or any of its components.
(6) A record from the system of records may be disclosed to a Member
of Congress from the record of an individual in response to an inquiry
from the Member of Congress made at the request of that individual. In
such cases however, the Member's right to a record is no greater than
that of the individual.
(7) A record from the system of records may be disclosed to the
Department of Justice for the purpose of obtaining its advice an
inquiry relating to an OIG audit, investigation, or other inquiry,
including Freedom of Information or Privacy Act matters.
(8) A record from the system of records may be disclosed to the Office
of Management and Budget for the purpose of obtaining its advice
regarding OIG obligations under the Privacy Act or in connection with
the review of private relief legislation.
(9) A record from system of records may be disclosed to a private firm
with which OIG comtemplates it will contract or with which its has
contracted for the purpose of performing any functions or analyses
that facilitate, or are relevant to an OIG investigation, audit,
inspection, or other inquiry. Such contractor or private firm shall be
required to maintain Privacy Act safeguards with respect to such
information.
(10) record from the system of records may be disclosed in response to
a subpoena issued by a Federal agency having the power to subpoena
records of other Federal agencies if the OIG determines that: (a) The
records are both relevant and necessary to the proceeding, and (b)
such release is compatible with the purpose for which the records were
collected.
(11) A record from the system of records may be disclosed to a grand
jury agency pursuant either to a Federal or State grand jury subpoena,
or to a prosecution request that such record be released for the
purpose of its introduction to a grant jury provided that the grand
jury channels its request through the cognizant U.S. Attorney, that
the U.S. Attorney has been delegated the authority to make such
requests by the Attorney General, that she or he actually signs the
letter specifying both the information sought and the law enforcement
purpose served. In the case of a State grand jury subpoena, the State
equivalent of the U.S. Attorney and Attorney General shall be
substituted.
(12) A record from the system for records may be disclosed, as a
routine use, to a Federal, State, local, or foreign agency, or other
public authority, for use in computer matching programs to prevent and
detect fraud and abuse in benefit programs administered by any agency,
to support civil and criminal law enforcement activities of any agency
and its components, and to collect debts and overpayments owed to any
agency and its components.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on computers and automated image filing
systems, and in file folders, notebooks, and card file boxes.
Retrievability:
By name of individual employee and by social security number.
Safeguards:
Computer files are password protected and other records are kept in
limited-access areas during duty hours and in locked offices during
nonduty hours.
Retention and disposal:
Retention periods and disposal methods vary by record categories as
set forth in National Archives and Records Administration General
Records Schedules 1 (Civilian Personnel Records) and 2 (Payrolling and
Pay Administration Records). Personal information that the agency
deems to be potentially derogatory or embarrassing, is shredded when
retention period expires.
System manager(s) and address:
Director, Resources Management Division, Policy Development and
Resources Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2307.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the Director, Information Management
Division, Policy Development and Resources Management, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2309.
Record access procedures:
An individual may request access to a record in this system which
pertains to him/her by submitting a written request to the Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
An individual may contest information in this system which pertains to
him/her by submitting a written request to the Assistant Inspector
General for Policy Development and Resources Management, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2310.
Record source categories:
The primary information is furnished by the individual employee.
Additional information is provided by supervisors, coworkers,
references, and others.
USDA/OIG-2
System name:
Informant and Undercover Agent Records, USDA/OIG.
System location:
In the OIG headquarters office in the Agriculture Administration
Building, 14th Street and Independence Avenue SW, Washington, DC
20250-2317, and in the OIG regional offices and Investigations
suboffices listed in the system of records designated USDA/OIG-1.
Categories of individuals covered by the system:
Confidential informants, investigative operatives, and undercover OIG
special agents or other law enforcement personnel.
Categories of records in the system:
Names, occupations, criminal histories, and other information about
confidential informants and investigative operatives, together with
allegations against them, and the types of information previously
furnished by or to be expected from them. Types, dates of issuance and
destruction, and details of false identification documents used by OIG
special agents and other law enforcement personnel for undercover
activities.
Authority for maintenance of the system:
Pub. L. 95-452, as amended, 5 U.S.C. APP.; 5 U.S.C. 301; 7 U.S.C.
2270.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Routine uses (1) through (12) listed in the system of records
designated USDA/OIG-1.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Stored on sheets of paper and index cards, and in file folders and
computers.
Retrievability:
Retrievable by name of confidential informant, investigative
operative, or special agent.
Safeguards:
Computer files are password protected and other records are kept in
limited-access areas during duty hours and in locked offices during
nonduty hours.
Retention and disposal:
Confidential informant and investigative operative information is kept
for 5 years after the date it is put into inactive status. It is then
destroyed. Undercover identification documents are kept until the
agency determines them to be outdated. They are then destroyed.
System manager(s) and address:
Assistant Inspector General for Investigations, Office of Inspector
General, U.S. Department of Agriculture, Washington, DC 20250-2317.
Notification procedure:
Inquiries and requests should be addressed to the Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Record access procedures:
To request access to information in this system write to the Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
To contest information in this system, send request to the Assistant
Inspector General for Policy Development and Resources Management,
Office of Inspector General, U.S. Department of Agriculture,
Washington, DC 20250-2310.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(j)(2), this system of records has been
exempted from all provisions of the Privacy Act of 1974, 5 U.S.C.
552a, as amended, except subsections (b), (c) (1) and (2), (e)(4) (A)
through (F), (e)(6), (7), (9), (10) and (11), and (i).
Pursuant to 5 U.S.C. 552a (k)(2) and (k)(5), this system has been
exempted from the following provisions of the Privacy Act of 1974, 5
U.S.C. 552a: subsections (c)(3), (d), (e)(1), (e)(4) (G), (H) and (I),
and (f).
USDA/OIG-3
System name:
Investigative Files and Automated Investigative Indices System, USDA/
OIG.
System location:
Physical files are kept in the OIG headquarters office in the
Agriculture Administration Building, 14th Street and Independence
Avenue SW, Washington, DC 20250-2307, and in the OIG regional offices
and Investigations suboffices listed in the system of records
designated USDA/OIG-1.
The OIG regional offices and Investigations suboffices maintain
physical files containing the report of investigation and the
workpapers for each case investigated by that office. The headquarters
files contain a copy of every investigative report, but no workpapers
and not necessarily the copies of all correspondence in all cases.
Older investigative files may be stored in Federal Records Centers or
on microfiche, microfilm, or electronic image filing systems.
Therefore, delays in retrieving this material can be expected.
Selected portions of records have been computerized--see section 1 of
``Categories of records'' below. These records, used as a research
tool, are accessible by computer terminals located in each OIG office.
These records are maintained on a computer in the Agriculture
Administration Building.
Categories of individuals covered by the system:
The individual names in the OIG index fall into one or more of the
following categories:
Subjects. These are individuals against whom allegations of wrongdoing
have been made. In some instances, these individuals have been the
subjects of investigations conducted by OIG to establish whether
allegations were true. In other instances, the allegations were deemed
too frivolous or indefinite to warrant inquiry.
Principals. These are individuals who are not named subjects of
investigative inquiries, but may be responsible for potential
violations. For example, the responsible officers of a firm alleged to
have violated laws or regulations might be individually listed in the
OIG index.
Complainants. These are individuals, who have not requested anonymity
or confidentiality regarding their identity, who allege wrongdoing,
mismanagement, or unfair treatment relating to USDA employees and/or
programs.
Others. These are all other individuals closely connected with a
matter of investigative interest.
Categories of records in the system:
The OIG Investigative Files and Automated Investigative Indices System
consist of:
1. Computerized records searchable by case number or alphabetically by
the names of individuals, organizations, and firms, with a separate
record for each containing, if applicable, identification of the OIG
file or files which contain information on that subject, and if such
information was available when the record was created or modified, the
individual's name, address, sex, race, date and place of birth,
relationship to the investigation, FBI or State criminal
identification number, and social security number (very few have the
dates when entries were made into the index);
2. Files containing sheets of paper or microfiche of such sheets from
investigative and other reports, correspondence, and informal notes
and notations concerning (a) one investigative matter or (b) a number
of incidents of the same sort of alleged violation or irregularity;
and
3. Where an investigation is being or will be conducted, but has not
been completed, various case management records, investigator's notes,
statements of witnesses, and copies of records. These are contained on
cards and sheets of paper located in an OIG office or in the
possession of the OIG investigator. Certain management records are
retained after the investigative report is released as a means of
following action taken on the basis of the OIG investigative report.
Authority for maintenance of the system:
Pub. L. 95-452, as amended, 5 U.S.C. App.; 5 U.S.C. 301; 7 U.S.C.
2270.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Routine uses (1) through (12) listed in the system of records
designated USDA/OIG-1.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The OIG Automated Investigative Indices System consists of
computerized records. The investigative files are stored in steel
lektriever cabinets, on microfiche sheets, microfilm, electronic image
filing systems, or in Federal Records Centers.
Retrievability:
Computerized records are retrievable alphabetically or by using the
case number, with each record identifying one or more OIG
investigative case files or administrative files arranged numerically
by file number. Information in investigative or administrative files
concerning individuals not indexed is considered irretrievable.
Safeguards:
These records are kept in limited-access areas during duty hours, in
locked offices during nonduty hours, or in the possession of the
investigator. Computer files are password protected.
Retention and disposal:
The investigative case files are maintained for 10 years after the
case is closed. Administrative files are kept for 5 years after the
case is closed. Computerized records are destroyed at the same time as
the physical files to which they relate.
System manager(s) and address:
Director, Resources Management Division, Policy Development and
Resources Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2307.
Record access procedures:
To request access to information in this system, write to Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedure:
To contest information in this system, send request to Assistant
Inspector General for Policy Development and Resources Management,
Office of Inspector General, U.S. Department of Agriculture,
Washington, DC 20250-2310.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(j)(2), this system of records has been
exempted from all provisions of the Privacy Act of 1974, 5 U.S.C.
552a, as amended, except subsections (b), (c)(1) and (2), (e)(4)(A)
through (F), (e)(6), (7), (9), (10) and (11), and (i).
Pursuant to 5 U.S.C. 552a(k)(2) and (k)(5), this system has been
exempted from the following provisions of the Privacy Act of 1974, 5
U.S.C. 552a: subsections (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I),
and (f).
USDA/OIG-4
System name:
OIG Hotline Complaint Records, USDA/OIG.
System location:
In the OIG headquarters office in the Agriculture Administration
Building, 14th Street and Independence Avenue SW., Washington, DC
20250-2317.
Categories of individuals covered by the system:
1. Complainants are persons who report or complain of possible
criminal, civil, or administrative violations of law, rule,
regulation, policy, or procedure, or fraud, waste, abuse,
mismanagement, gross waste of funds, or abuse of authority in USDA
programs or operations, or specific dangers to public health or
safety, misuse of government property, personnel misconduct,
discrimination, or other irregularities affecting USDA.
2. Subjects are persons against whom such complaints are made.
Categories of records in the system:
1. Identities of complainants, if known, and subjects.
2. Details of each allegation.
3. OIG case number and control number(s) used by other agencies for
tracking each complaint.
4. Responses from agencies to which complaints are referred for
inquiry.
5. Summary of substantiated information and results of agency inquiry
into the complaint.
Authority for maintenance of the system:
Pub. L. 95-452, as amended, 5 U.S.C. APP.; 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purpose of such uses:
Routine uses (1) through (12) listed in the system of records
designated USDA/OIG-1.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Stored in a computer and on sheets of paper in file folders.
Retrievability:
Retrievable by name of subject or complainant or by case number.
Safeguards:
Files are kept in a limited access area and are in locked storage when
not in use. Access to computerized information is protected by
requiring a confidential password.
Retention and disposal:
Physical files and computerized records are retained 10 years after
closing, after which they are shredded and deleted, respectively.
System manager(s) and address:
Assistant Inspector General for Investigations, Office of Inspector
General, U.S. Department of Agriculture, Washington, DC 20250-2317.
Notification procedure:
Inquiries and requests should be addressed to Director, Information
Management Division, Policy Development and Resources Management,
Office of Inspector General, U.S. Department of Agriculture,
Washington, DC 20250-2309.
Record access procedures:
To request access to information in this system, write to Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
To contest information in this system, send request to Assistant
Inspector General for Policy Development and Resources Management,
Office of Inspector General, U.S. Department of Agriculture,
Washington, DC 20250-2310.
Record source categories:
Identities of complainants and subjects are provided by individual
complainants. Additional information may be provided by individual
complainants, subjects, and/or third parties.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(j)(2), this system of records has been
exempted from all provisions of the Privacy Act of 1974, 5 U.S.C.
552a, as amended, except subsection (b), (c)(1) and (2), (e)(4)(A)
through (F), (e)(6), (7), (9), (10) and (11), and (i).
Pursuant to 5 U.S.C. 552(k)(2) and (k)(5), this system has been
exempted from the following provisions of the Privacy Act of 1974, 5
U.S.C. 552a: subsections (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I),
and (f).
USDA/OIG-5
System name:
Consolidated Assignments Personnel Tracking Administrative Information
Network (CAPTAIN), USDA/OIG.
System location:
U.S. Department of Agriculture, National Computer Center, 8930 Ward
Parkway, Kansas City, Missouri 64114.
Categories of individuals covered by the system:
OIG professional employees who participate in either audit or
investigative assignments.
Subjects of investigations.
Categories of records in the system:
CAPTAIN provides OIG management officials with a wide range of
information of Audit and Investigations operations. The system
identifies individual assignments of employees and provides
information on their use of direct and indirect time, significant
dates relating to each assignments, reported dollar deficiencies,
recoveries, penalties, the number of investigative prosecutions,
convictions, other legal and administrative actions, the identify of
all professionals who participated in the assignment, and subjects of
investigation. The system is used to manage audit and investigative
assignments and to facilitate reporting of OIG activities to Congress
and other Governmental entities.
Authority for maintenance of the system
Pub. L. 95-452, as amended, 5 U.S.C. App.; 5 U.S.C. 301; 7 U.S.C.
2270.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Routine uses (1) through (12) listed in the system of records
designated USDA/OIG-1.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on computer discs, magnetic tape, and in file
folders and notebooks.
Retrievability:
Information in the system generally can be retrieved by OIG personnel
in headquarters and the regions. Information is generally retrieved by
assignment number or geographic location. However, information can be
retrieved by any field in the system, including subject name, employee
name, and employee social security number.
Safeguards:
Normal computer security is maintained including password protection.
Printouts and source documents are kept in limited-access areas during
duty hours and in locked offices during nonduty hours.
Retention and disposal:
Computer files and other records are cleared, retired, or destroyed,
when no longer useful, in accordance with National Archives and
Records Administration and USDA record retention and/or destruction
schedules.
System manager(s) and address:
Audit Subsystem--Assistant Inspector General for Audit, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2311.
Investigations Subsystem--Assistant Inspector General for
Investigations, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2317.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her, from the Director, Information Management
Division, Policy Development and Resources Management, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2309.
Record access procedures:
An individual may request access to a record in this system which
pertains to him/her by submitting a written request to the Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
Any individual may contest information in this system which pertains
to him/her by submitting a written request to the Assistant Inspector
General for Policy Development and Resources Management, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2310.
Record source categories:
Information in the system is obtained from various source documents
related to audit and investigation activities including assignment
letters, employee time reports, case entry sheets, etc.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(j)(2), the Investigations Subsystem and the
Employee Time System are exempted from all provisions of the Privacy
Act of 1974, 5 U.S.C. 552a, as amended, except subsections (b), (c)
(1) and (2), (e)(4) (A) through (F), (e) (6), (7), (9), (10) and (11),
and (i).
Pursuant to 5 U.S.C. 552a (k)(2) and (k)(5), the Investigations
Subsystem and the Employee Time System are exempted from the following
provisions of the Privacy Act of 1974, 5 U.S.C. 552a: subsections
(c)(3), (d), (e)(1), (e)(4) (G), (H) and (I), and (f).
USDA/OIG-6
System name:
Training Tracking System, USDA/OIG.
System location:
U.S. Department of Agriculture, National Computer Center, 8930 Ward
Parkway, Kansas City, Missouri 64114.
Categories of individuals covered by the system:
OIG audit employees.
Categories of records in the system:
The system contains records of audit employee training history.
Authority for maintenance of the system:
Pub. L. 95-452, as amended, 5 U.S.C. App.; 5 U.S.C. 301; 7 U.S.C.
2270.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) A record from the system of records may be disclosed, as a routine
use, to a Federal agency or professional organization, to document
continuing education credits required by the Government Auditing
Standards, U.S. General Accounting Office Standards of Audit of
Governmental Organizations, Programs, Activities, and Functions, if
relevant to the determination of professional proficiency and
compliance with the general qualification standard for government
auditing, and retention of an employee or other personnel action.
(2) Routine uses (1) through (12) listed in the system of records
designated USDA/OIG-1.
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Records are maintained on computer and in file folders.
Retrievability:
By name of individual, social security number, or group of employees.
Safeguards:
Computer files are password protected and other records are kept in
limited-access areas during duty hours and in locked offices during
nonduty hours.
Retention and disposal:
Records are retained as long as the agency determines they are needed.
They are then destroyed.
System manager(s) and address:
Assistant Inspector General for Audit, Office of Inspector General,
U.S. Department of Agriculture, Washington, DC 20250-2311.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the Director, Information Management
Division, Policy Development and Resources Management, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2309.
Record access procedures:
An individual may request access to a record in this system which
pertains to him/her by submitting a written request to the Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
An individual may contest information in this system which pertains to
him/her by submitting a written request to the Assistant Inspector
General for Policy Development and Resources Management, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2310.
Record source categories:
Information in the system comes entirely from OIG audit employees.
USDA/OIG-7
System name:
Freedom of Information Act and Privacy Act Request Records, USDA/OIG.
System location:
Files are kept in the OIG headquarters office in the Agriculture
Administration Building, 14th Street and Independence Avenue SW.,
Washington, DC 20250-2309.
Categories of individuals covered by the system:
This system contains records of individuals who have made requests
under the Freedom of Information Act or Privacy Act.
Categories of records in the system:
The request records consist of the incoming request, all
correspondence developed during the processing of the request, and the
final reply.
Authority for maintenance of the system:
Pub. L. 95-452, as amended, 5 U.S.C. App.; 5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Used by OIG employees as an internal control mechanism for tracking
the disposition of requests and for responding to individuals who are
checking on the status of their requests.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in file folders.
Retrievability:
Records are retrievable by name using a control number that is
assigned upon date of receipt.
Safeguards:
Freedom of Information Act and Privacy Act request records are stored
in file cabinets in limited-access areas during duty hours and in
locked offices during nonduty hours.
Retention and disposal:
Records are disposed of in accordance with National Archives and
Records Administration General Records Schedule 14 pertaining to
informational services records.
System manager(s) and address:
Director, Information Management Division, Policy Development and
Resources Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her, from the Director, Information Management
Division, Policy Development and Resources Management, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2309.
Record access procedures:
An individual may request access to a record in this system which
pertains to him/her by submitting a written request to the Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
An individual may contest information in this system which pertains to
him/her by submitting a written request to the Assistant Inspector
General for Policy Development and Resources Management, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2310.
Record source categories:
Information in this system comes from the individual making the
request and from OIG employees processing the request.
Office of Information Resources Management
USDA/OIRM-1
System name: USDA/OIRM-1, Telephone Call Detail Records.
System locations:
U.S. Department of Agriculture (USDA) and component agency offices
nationwide.
Categories of individuals covered by the system:
Agriculture employees and contractor personnel who make telephone
calls, and individuals who receive telephone calls placed from or
charged to agency telephones.
Categories of records in the system:
Records relating to the use of agency telephones; records indicating
assignment of telephone numbers to employees; records relating to
location of telephones; records relating to unauthorized use of
telephones and personnel or administrative actions related to
telephone abuse, excluding OIG investigative and audit reports.
Telephone calls made to the Department's Office of Inspector General
Hotline are excluded from the records maintained in this system
pursuant to the provision of 5 U.S.C., appendix 3, section 7(b)
(Inspector General Act of 1978).
Authority for maintenance of the system:
5 U.S.C. 301; Pub. L.97-258; 31 U.S.C. 1348(b); and 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records and data may be disclosed as is necessary (1) to members of
Congress to respond to written inquiries made by individual
constituents that are record subjects; (2) to representatives of the
General Services Administration or the National Archives and Records
Administration who are conducting records management inspections under
the authority of 44 U.S.C. 2904 and 2906; (3) in response to a request
for discovery or for the appearance of a witness, to the extent that
what is disclosed is relevant to the subject matter involved in a
pending judicial or administrative proceeding; (4) in a proceeding
before a court or adjudicative body to the extent that they are
relevant and necessary to the proceeding; (5) in the event that
material in this system indicates a violation of law, whether civil or
criminal in nature, and whether arising by general statute or by
regulation, rule or order issued pursuant thereto, the relevant
records may be disclosed to the appropriate agency, whether Federal,
State, local or foreign, charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing the statute, or rule, regulation or order, issued
pursuant thereto; (6) to employees of the agency to determine their
individual responsibility for telephone calls and to resolve any
disputes and facilitate the verification of discrepancies relating to
billing, payment, or reconciliation of telephone operational or
accountability records; and (7) to a company providing
telecommunications consulting or other services to the Government.
Disclosures to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12):Disclosures may be made
from this system to ``consumer reporting agencies: as defined in the
Fair Credit Reporting Act 15 U.S.C. 1681a(f) and the Federal Claims
Collection Act of 1966 31 U.S.C. 3701(a)(3).
Policies and practices of storing, retrieving, accessing, retaining, and
disposing of records in a system:
Individuals with access to call detail records are responsible for
controlling records in their possession in a way that ensures privacy.
Storage of such material is also the responsibility of the individual
and must be done in a way to prevent unauthorized disclosure.
Telephone call detail records shall be maintained by Department
personnel for periods approved by the National Archives.
Storage:
Call detail summaries are stored on paper in file folders, on magnetic
tape, or on other electronic media.
Retrievability:
Records may be retrieved by employee name or identification number, by
name of recipient of telephone call, by telephone number, by account
code card number, by type or class of service, or by location.
Safeguards:
Paper records and backup diskettes are located in locked metal filing
cabinets in secure rooms; data on personal computers is password
protected. Other machine readable records are stored on magnetic tape
in safes accessible only to security personnel.
Retention and disposal:
Records are disposed of as approved by the National Archives and
Records Administration.
System manager(s) and address:
For employees of:
Agricultural Cooperative Service (ACS): Administrative Officer, USDA,
ACS, Room 4011, South Building, Washington, DC 20250;
Agricultural Marketing Service (AMS): Telecommunications Specialist,
USDA, AMS, ESS, Communications Section, PO Box 96456, Room 3528, South
Building, Washington, DC 20090-6456;
Agricultural Research Service (ARS): Administrative Management Office,
USDA, ARS, 6303 Ivy Lane, Room 519, Greenbelt, MD 20770-1433;
Agricultural Stabilization and Conservation Service (ASCS): Property
Management Office, USDA, ASCS, PO Box 2415, Washington, DC 20013;
Animal and Plant Health Inspection Service (APHIS): Director,
Administrative Services Division, Room 1761, South Building, 14th &
Independence Avenue SW, Washington, DC 20250;
Cooperative State Research Service (CSRS): Chief, Management Services
Branch, PMSD, Extension Service, Third Floor Mezzanine, Cotton Annex
Building, Washington, DC 20250-0900;
Economic Analysis Staff (EAS): Director, Administrative Services
Division, Economics Management Staff, Room 4322, South Building, 14th
and Independence Avenue SW, Washington, DC 20250-3500;
Economics Management Staff (EMS): Director, Administrative Services
Division, Economics Management Staff, Room 4322, South Building, 14th
and Independence Avenue SW, Washington, DC 20250-3500;
Economic Research Service (ERS): Director, Administrative Services
Division, Economics Management Staff, Room 4322, South Building, 14th
and Independence Avenue SW, Washington, DC 20250-3500;
Extension Service (ES): Chief, Management Services Branch, PMSD,
Extension Service, 3rd Floor Mezzanine, Cotton Annex Building, 14th &
Independence Ave. SW, Washington, DC 20250-0900;
Farmers Home Administration (FmHA): Chief, General Services Branch,
General Services Staff, USDA, FmHA, Room 6864, South Building,
Washington, DC 20250;
Federal Crop Insurance Corporation (FCIC): Management Analyst, USDA,
FCIC, Room 4613, South Building, Washington, DC 20250;
Federal Grain Inspection Service (FGIS): Director, Compliance
Division, USDA, FGIS, PO Box 96454, Washington, DC 20090-6454;
Food and Nutrition Service (FNS): Property Utilization Specialist,
USDA, FNS, 3101 Park Center Drive, room 910, Park Office Center
Building, Alexandria, VA 22302;
Food Safety and Inspection Service (FSIS): Head, Property and Service
Operations Sections, PPB, Administrative Services Division, USDA,
FSIS, room 2136, South Building, Washington, DC 20250;
Foreign Agricultural Service (FAS): Telecommunications Manager, USDA,
FAS, room 0664, South Building, Washington, DC 20250;
Forest Service (FS): Branch Chief, Computer Sciences and
Telecommunications Staff, USDA, FS, room 808, Rosslyn Plaza East, 1621
North Kent Street, PO Box 96090, Washington, DC 20090-6090 and Field
Units nation wide as listed at 36 CFR part 200, subpart A;
Human Nutrition Information Service (HNIS): Chief, Survey Statistics
Branch, USDA, HNIS, room 304, Federal Building, Hyattsville, MD 20782;
National Agricultural Library (NAL): Administrative Manager, USDA,
NAL, room 201, 10301 Baltimore Blvd., Beltsville, MD 20705-2351;
National Agricultural Statistics Service (NASS): Director, Program
Support Staff, USDA, NASS, room 4116, South Building, 12th and
Independence Avenue, SW., Washington, DC 20250;
Office of Administrative Law Judges (OALJ): Hearing Clerk, USDA, OALJ,
room 1081, South Building, Washington, DC 20250;
Office of Advocacy and Enterprise (OAE): Administrative Officer, USDA,
OAE, room 1326, South Building, Washington, DC 20250;
Office of Budget and Program Analysis (OBPA): Administrative Officer,
USDA, OBPA, AG Box 4212, Washington, DC 20250;
Office of Energy (OE): Director, Administrative Services Division,
Economics Management Staff, room 4322, South Building, 14th and
Independence Avenue, SW, Washington, DC 20250-3500;
Office of Finance and Management (OFM): Administrative Officer, USDA,
OFM--Headquarters, room 4082, South Building, Washington, DC 20250-
9000; and, Chief, Telecommunications Branch, Information Resources
Management Division, National Finance Center OFM-USDA, PO Box 60,000,
New Orleans, LA 70160;
Office of the General Counsel (OGC): Director, Administration and
Resource Management, room 2041, South Building, Washington, DC 20250;
Office of Information Resources Management (OIRM): Chief, Management
Services Staff, USDA, OIRM, room 1082, South Building, 14th &
Independence Ave., SW, Washington, DC 20250;
Office of International Cooperation and Development (OICD): Deputy
Assistant Administrator for Administration, USDA, OICD, room 3101,
South Building, Washington, DC 20250;
Office of Operation (OO): Management Analyst, USDA, OO, room 1554,
South Building, Washington, DC 20250;
Office of Personnel (OP): Resource Coordinator, USDA, OP, AG Box 9602,
Washington, DC 0250;
Office of Public Affairs (OPA): FOIA/Privacy Act Officer, USDA, OPA,
AG Box 1310, Washington, DC 20250;
Office of the Secretary (SEC): Chief, Executive Service Staff, USDA,
AG Box 0150, Washington, DC 20250;
Packers and Stockyards Administration (PSA): Director of Management
Services Staff, USDA, PSA, room 3038, South Building, Washington, DC
20250;
Rural Electrification Administration (REA): Management Analyst, USDA,
REA, room 0167, South Building, Washington, DC 20250;
Soil Conservation Service (SCS): Deputy Director of Budget Branch,
USDA, SCS, room 6229, South Building, Washington, DC 20250;
World Agricultural Outlook Board (WAOB): Director, Administrative
Services Division, Economics Management Staff, room 4322, South
Building, 14th & Independence Avenue, SW., Washington, DC 20250;-3500.
Notification procedures:
An individual may request information as to whether the system
contains records pertaining to him or her from the System Manager,
under the appropriate address shown above in System Manager and
Address. Requester should provide his or her name pursuant to the
inquiry provisions of the Department's rules which appear in 7 CFR
part 1, subpart G.
Records access procedures:
Requests from individuals should be addressed to the same address as
stated in the notification section above. The envelope and letter
should be marked ``PRIVACY ACT REQUEST.''
Contesting records procedures:
Same as Notification Procedures. The Department rules for access, for
contesting contents, and appealing initial determination by the
individual concerned appear in 7 CFR part 1, subpart G.
Record source categories:
Records in this system come primarily from telephone assignment
records; call detail listings; results of administrative inquiries
relating to assignment of responsibility for placement of specific
long distance calls.
System exempted from certain provisions of the act:
None.
Office of Operations
USDA/OO-1
System name: Debarred, Ineligible and Suspended Bidders.
System location:
Procurement Division, Office of Operations, USDA, Washington, DC
20250.
Categories of individuals covered by the system:
Individuals who, as principals or responsible employees of companies
contracting with USDA or other Federal agencies, have committed or are
suspected of having committed, illegal or irresponsible acts in
connection with the performance of those contacts.
Categories of records in the system:
Contract files on companies and their principal owners, officers or
responsible employees, containing material relating to performance of
individuals and their companies under government contracts.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
Used in USDA to determine if a debarment or suspension action is
appropriate to preclude individuals from contracting with the Federal
government.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records contained in this system may be disclosed:
1. To Federal Contracting Officers in connection with the Federal
procurement process;
2. To Members of Congress to respond to inquiries made on behalf of
individual constituents that are record subjects;
3. In response to a request for discovery or for the appearance of a
witness, to the extent that what is disclosed is relevant to the
subject matter involved in a pending judicial or administrative
proceeding;
4. In a proceeding before a court or adjudicative body to the extent
that they are relevant and necessary to the proceeding;
5. In the event that material in this system indicates a violation of
law, whether civil or criminal or regulatory in nature, and whether
arising by general statute, or by regulation, rule or order issued
pursuant thereto, the relevant records may be disclosed to the
appropriate agency, whether Federal, State, local, or foreign, charged
with the responsibility of investigating or prosecuting such violation
or charged with enforcing or implementing the statute, or rule,
regulation, or order issued pursuant thereto.
Policies for storing, retrieving, accessing, retaining, and disposing of
records in the system:
Storage:
Records are maintained in file folders at the address above.
Retrievability:
Information can be retrieved by name of an individual or the name of
the firm with which that person was associated.
Safeguards:
Records are kept in locked rooms in metal filing cabinets with access
limited to those requiring the information for official purposes.
Retention and disposal:
Records are sent to Federal Records Centers about 3 years after the
close of a case and are destroyed about 2 years thereafter.
System manager(s) and address:
Director, Office of Operations, USDA, Washington, DC 20250.
Notification procedure:
Persons may request information on this system of records, or
information as to whether the system contains records pertaining to
them from the Chief, Procurement Division, Office of Operations, USDA,
Washington, DC 20250. Telephone (202) 447-3037. A request for
information pertaining to an individual should contain: Name, address,
company name, date of debarment, ineligibility or suspension, or date
of last correspondence with the agency.
Record access procedure:
Persons may obtain information on procedures to gain access to system
records pertaining to them by submitting a written request to the
Director, Office of Operations.
Contesting record procedures:
Persons may obtain information on procedures to contest system records
pertaining to them by submitting a written request to the Director,
Office of Operations.
Record source categories:
Information in this system comes primarily from agency employees,
other Federal agencies, law enforcement officials or judicial
officers.
USDA/OO-2
System name: Contracting Officer Warrant System.
System location:
See appendix.
Categories of individuals covered by the system:
Department of Agriculture employees who have been delegated
procurement authority under the Warrant System.
Categories of records in the system:
Employee name, identification number, present employment, previous
employment, education, experience, specialized training, series and
grade, and level of warrant issued.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
Used by Heads of Contracting Activities or designees for evaluation
purposes when delegating procurement authority. Data from the system
provides program management information needed for planning, training,
budgeting, and recruiting.
Routine uses of records maintained in the system, including categories
of uses and the purpose of such uses:
Data from the system may be disclosed:
1. To Federal agencies in cases where concurrence of those agencies is
necessary prior to designating a person as contracting officer for a
specific procurement or class of procurement;
2. To Federal Contracting Officers in connection with the Federal
procurement process;
3. To Members of Congress to respond to inquiries made on behalf of
individual constituents that are record subjects;
4. In response to a request for discovery or for the appearance of a
witness, to the extent that what is disclosed is relevant to the
subject matter involved in a pending judicial or administrative
proceeding;
5. In a proceeding before a court of adjudicative body to the extent
that they are relevant and necessary to the proceeding;
6. In the event that material in this system indicates a violation of
law, whether civil or criminal or regulatory in nature, and whether
arising by general statute, or by regulation, rule or order issued
pursuant thereto, the relevant records may be disclosed to the
appropriate agency, whether Federal, State, local, or foreign, charged
with the responsibility of investigating or prosecuting such violation
or charged with enforcing or implementing the statute, or rule,
regulation or order issued pursuant thereto.
Policies and procedures for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper forms, originals or copies, preprinted or handwritten forms,
and/or computer storage.
Retrievability:
Information can be retrieved by name, identification number, office
location.
Safeguards:
Records are maintained in standard filing equipment and computers.
Access to the file is restricted to persons having a need to know the
information in the course of their duties.
Retention and disposal:
Records are maintained for 3 years after cancellation of the
delegation and then destroyed.
System manager(s) and address:
Director, Office of Operations, USDA, Washington, DC 20250.
Notification procedure:
Covered employees may request information on this system and
information on records relating to them from the Chief, Procurement
Division, Office of Operations, USDA, Washington, DC 20250. Telephone
(202) 447-3037.
Contesting record procedures:
Persons may obtain information on procedures to contest system records
pertaining to them by submitting a written request to the Director,
Office of Operations.
Record source categories:
Information in this system comes primarily from agency employees.
Appendix: Addresses at which records in System USDA/OO-2 may be
maintained (specific street addresses and ZIP codes may be found in
the telephone directors for each community under the classification
U.S. Government, Department of Agriculture).
Agricultural Marketing Service: Poultry Division; Livestock, Meat,
Grain and Seed Division; Fruit and Vegetable Division, Washington, DC
20250.
Agricultural Research Service: Facilities Construction Management
Division, Hyattsville, MD 20782; Contracting and Assistance Division,
Beltsville, MD 20705; Beltsville Area Office, Beltsville, MD 20705;
Central Plains Area Office, Ames, IA; Mid-South Area Office,
Stoneville, MS; Midwest Area Office, Peoria, IL; Mountain States Area
Office, Ft. Collins, CO; North Atlantic Area Office, Philadelphia, PA;
Northern States Area Office, Minneapolis, MN; Northwest Area Office,
Portland, OR; Pacific Basin Area Office, Albany, CA; South Atlantic
Area Office, Athens, GA; Southern Plains Area Office, College Station,
TX.
Agricultural Stabilization and Conservation Service: Management
Services Division, Washington, DC; Kansas City Management Office,
Kansas City, MO; Aerial Photography Field Office, Salt Lake City, UT;
Kansas City Commodity Office, Kansas City, MO.
Animal and Plant Health Inspection Service: Administrative Services
Division, Washington, DC; Procurement and Engineering Branch,
Hyattsville, MD; Field Servicing Office, Minneapolis, MN.
Economics Management Staff: Administrative Services Division,
Washington, DC.
Extension Service: Cooperative Management Staff, Washington, DC.
Farmers Home Administration: Administrative Services Division,
Washington, DC 20250; Administrative Support Division, St. Louis, MO.
Federal Crop Insurance Corporation: Management Support Division,
Washington, DC 20250.
Food and Nutrition Service: Administrative Services Division,
Alexandria, VA; Mid-Atlantic Division, Robbinsville, NW; Southeast
Region, Atlanta, GA; Minneapolis Computer Support Center, Minneapolis,
MN; Mid-West Region, Chicago, IL; Southwest Region, Dallas, TX;
Western Region, San Francisco, CA; New England Region, Burlington, MA;
Mountain Plains Region, Denver, CO.
Food Safety and Inspection Service: Administrative Services Division,
Washington, DC; Administrative Services Division, Minneapolis, MN.
Foreign Agricultural Service: Management Services Division,
Washington, DC.
Forest Service: Administrative Services Division, Washington, DC;
Geometronics Service Center, Salt Lake City, UT; Boise Interagency
Fire Center, Boise ID; Alaska Region, Juneau, AK; Tongass NF Chatham
Area, Sitka, AK; Tongass NF Stikine Area, Petersburg, AK; Tongass NF
Ketchikan Area, Ketchikan, AK; Chugach NF, Anchorage, AK; Pacific
Northwest Region, Portland, OR; Deschutes NF, Bend, OR; Fremont NF,
Lakeview, OR; Malheur NF, John Day, OR; Mt. Hood NF, Gresham, OR;
Ochoco NF, Prineville, OR; Rogue River NF, Medford, OR; Siskiyou NF,
Grants Pass, OR; Siuslaw NF, Corvallis, OR; Umatilla NF, Pendleton,
OR; Umpqua NF, Roseburg, OR; Wallowa-Whitman NF, Baker, OR; Willamette
NF, Eugene, OR; Winema NF, Klamath Falls, OR; Okanogan NF, Okanogan,
WA; Wenatchee NF, Wenatachee, WA; Olympic NF, Olympia, WA; Gifford
Pinchot NF, Vancouver, WA; Mt. Baker-Snoqualmie NF, Seattle, WA;
Colville NF, Colville, WA; Pacific Southwest Region, San Francisco,
CA; Angeles NF, Arcadia, CA; Cleveland NF, San Diego, CA; Eldorado NF,
Placerville, CA; Inyo NF, Bishop, CA; Klamath NF, Yreka, CA; Lassen
NF, Susanville, CA; Lost Padres NF, Goleta, CA; Mendocino NF, Willo,
CA; Modoc NF, Alturas, CA; Plumas NF, Quincy, CA; San Bernardino NF,
San Bernardino, CA; Sequoia NF, Porterville, CA; Shasta-Trinity NF,
Redding, CA; Sierra NF, Fresno, CA; Six Rivers NF, Eureka, CA;
Stanislaus NF, Sonora, CA; Tahoe NF, Nevada City, CA; Northern Region,
Missoula, MT; Clearwater NF, Orofino, ID; Idaho Panhandle NF, Coeur
d'Alene, ID; Nezperce NF, Grangeville, ID; Bitteroot NF, Hamilton, MT;
Beaverhead NF, Dillion, MT; Custer NF, Billings, MT; Deerlodge NF,
Butte, MT; Flathead NF, Kalispell, MT; Gallatin NF, Bozeman, MT;
Helena NF, Helena, MT; Kootenai NF, Libby, MT; Lewis and Clark NF,
Great Falls, MT; Lolo NF, Fort Missoula, MT; Intermountain Region,
Ogden, UT; Boise NF, Boise, ID; Caribou NF, Pocatello, ID; Challis NF,
Challis, ID; Payette NF, McCall, ID; Salmon NF, Salmon, ID; Sawtooth
NF, Twin Falls, ID; Targhee NF, St. Anthony, ID; Humbolt NF, Elko, NF;
Toiyabe NF, Sparks, NV; Ashley NF, Vernal, UT; Dixie NF, Cedar City,
UT; Fishlake NF, Richfield, UT; Manti-LaSal NF, Price, UT; Uinta NF,
Provo, UT; Wasatch NF, Salt Lake City, UT; Bridger-Teton NF, Jackson,
WY; Southwestern Region, Albuquerque, NM; Apache-Sitgreaves NF,
Springeville, AZ; Coconino NF, Flagstaff, AZ; Coronado NF, Tucson, AZ;
Kaibab NF, Williams, AZ; Prescott NF, Prescott, AZ; Tonto NF, Phoenix,
AZ; Carson NF, Taos, NM; Cibola NF, Albuquerque, NM; Gila NF, Silver
City, NM; Lincoln NF, Alamagordo, NM; Santa Fe NF, Sante Fe, NM; Rocky
Mountain Region, Lakewood, CO; Grand Mesa, Uncompahgre and Gunnison
National Forests, Delta, CO; Rio Grande NF, Monte Vista, CO; Arapaho-
Roosevelt NF, Fort Collins, CO; Routt NF, Steamboat Springs, CO; Pike-
San Isabel NF, Pueblo, CO; San Juan NF, Durango, CO; White River NF,
Glenwood Springs, CO; Nebraska NF, Chadron, NE; Black Hills NF,
Custer, SD; Bighorn NF, Sheridan, WY; Medicine Bow NF, Laramie, WY;
Shoshone NF, Cody, WY; Eastern Regions, Milwaukee, WI; Shawnee NF,
Harrisburg, IL; Wayne-Hoosier NF, Bedford, IN; Hiawatha NF, Escanaba,
MI; Huron-Manistee NF, Cadillac, MI; Ottawa NF, Ironwood, MI; Superior
NF, Duluth, MN; Chippewa NF, Cass Lake, MN; Mark Twain NF, Rolla, MO;
White Mountain NF, Laconia, NH; Allegheny NF, Warren, PA; Green
Mountain NF, Ruthland, VT; Monongahela NF, Elkins, WV; Chequamegon NF,
Park Falls, WI; Nicolet NF, Rhinelander, WI; Southern Region, Atlanta,
GA; Ouachita NF, Hot Springs, AK; National Forests in Alabama,
Montgomery, AL; Ozark and St. Francis National Forests, Russellville,
AK; National Forests in Florida, Tallahassee, FL; Chattahoochee and
Ocone National Forests; Gainesville, GA; Daniel Boone NF, Winchester,
KY; Kisatchie NF, Pineville, LA; National Forests in Mississippi,
Jackson, MS; National Forests in North Carolina, Asheville, NC;
Francis Marion and Sumter National Forests, Columbia, SC; Cherokee NF,
Cleveland, TN; National Forests in Texas, Lufkin, TX; George
Washington NF, Harrisonburg, VA; Jefferson NF, Roanoke, VA; Caribbean
NF, Rio Piedras, PR; North Central Forest and Range Experiment
Station, St. Paul, MN; Northeastern Forest Experiment Station,
Broomail, PA; Rocky Mountain Forest Experiment Station, Fort Collins,
CO; Southeastern Forest Experiment Station, Asheville, NC; Southern
Forest Experiment Station, New Orleans, LA; Forest Products
Laboratory, Madison, WI.
Office of Finance and Management, National Finance Center: New
Orleans, LA 70160.
Office of Information Resources Management: Ft. Collins Computer
Center, Ft. Collins, CO 80524.
Office of Inspector General: Contracting and Procurement Branch,
Resources Management Division, Washington, DC 20250.
Office of International Cooperation and Development: Management
Services Branch, Washington, DC 20250.
Office of Operations: Procurement Division, Washington, DC 20250.
Rural Electrification Administration: Administrative Services
Division, Washington, DC 20250.
Soil Conservation Service: National Office Administrative Staff,
Washington, DC 20250; and State Administrative Offices in Auburn, AL;
Anchorage, AK; Phoenix, AZ; Little Rock, AK; Davis, CA; San Juan, PR;
Denver, CO; Storrs, CT; Dover, DE; Gainesville, FL; Athens, GA;
Honolulu, HI; Boise, ID; Champaign, IL; Indianapolis, IN; Des Moines,
IA; Salina, KS; Lexington, KY; Alexandria, LA; Orono, ME; College
Park, MD; Amherst, MA; East Lansing, MI; St. Paul, MN; Jackson, MS;
Columbia, MO; Bozeman, MT; Lincoln, NE; Reno, NV; Durham, NH;
Somerset, NJ; Albuquerque, NM; Syracuse, NY; Raleigh, NC; Bismarck,
ND; Columbus, OH; Stillwater, OK; Portland, OR; Harrisburg, PA; West
Warwick, RI; Columbia, SC; Huron, SD; Nashville, TN; Temple, TX; Salt
Lake City, UT; Winooski, VT; Richmond, VA; Spokane, WA; Morgantown,
WV; Madison, WI; Casper, WY; and Administrative Officers at Technical
Service Centers in Lincoln, NB; Portland, OR; Chester, PA; and Fort
Worth, TX.
USDA/OO-3
System name:
Real Property Leasing Officer Warrant System.
System location:
See appendix.
Categories of individuals covered by the system:
USDA employees who have been delegated real property leasing authority
under the Warrant System.
Categories of records in the system:
Employee name, identification number, present employment, previous
employment, education, experience, specialized training, series and
grade, and level of warrant issued.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
Used by Heads of the Real Property Leasing Activity or designees for
evaluation purposes prior to delegating real property leasing
authority. Data from the system provides program management
information needed for planning, training, budgeting, and recruiting.
Routine uses of records maintained in the system, including categories
of users and the purpose of such uses:
Records contained in this system may be disclosed:
1. To Members of Congress to respond to inquiries made on behalf of
individual constitutents who are record subjects;
2. In response to a request for discovery or for the appearance of a
witness, to the extent that what is disclosed is relevant to the
subject matter involved in a pending judicial or administrative
proceeding;
3. In a proceeding before a court or adjudicative body to the extent
that they are relevant and necessary to the proceeding;
4. In the event that material in this system indicates a violation of
law, whether civil or criminal or regulatory in nature, and whether
arising by general statute, or by regulation, rule or order issued
pursuant thereto, the relevant records may be disclosed to the
appropriate agency, whether Federal, State, local, or foreign, charged
with the responsibility of investigating or prosecuting such violation
or charged with enforcing or implementing the statute, or rule,
regulation or order issued pursuant thereto.
Policies and practices for storing, retrieving, accessing, retraining,
and disposing of records in the system:
Storage:
Paper form, originals or copies, preprinted or handwritten forms, and/
or computer storage.
Retrievability:
Information can be retrieved by name, identification number, office
location.
Safeguards:
Records are maintained in standard filing equipment and computers.
Access to the file is restricted to persons having a need to know the
information in the course of their duties.
Retention and disposal:
Records are maintained for 7 years after cancellation of the
delegation and then destroyed.
System manager(s) and address:
Director, Office of Operations, USDA, Washington, DC 20250.
Notification procedure:
Covered employees may request information on this system and
information on records relating to them from the Chief, Real Property
Management Division, Office of Operations, USDA, Washington, DC 20250.
Telephone (202) 447-5225.
Contesting record procedures:
Persons may obtain information on procedures to contest system records
pertaining to them by submitting a written request to the Director,
Office of Operations.
Record source categories:
Information in this system comes primarily from agency employees.
Appendix: Addresses at which records in System USDA/OO-3 may be
maintained (Specific street addresses and ZIP Codes may be found in
the telephone directory for each community, under the
classification U.S. Government, Department of Agriculture).
Agricultural Marketing Service: Administrative Services, Washington,
DC 20250.
Agricultural Research Service: Facilities Construction Management
Division, Hyattsville, MD 20782; Contracting and Assistance Division,
Beltsville, MD 20705; Beltsville Area Office, Beltsville, MD 20705;
Central Plains Area Office, Ames, IA; Mid-South Area Office,
Stoneville, MS; Midwest Area Office, Peoria, IL; Mountain States Area
Office, Ft. Collins, CO; North Atlantic Area Office, Philadelphia, PA;
Northern States Area Office, Minneapolis, MN; Northwest Area Office,
Portland, OR; Pacific Basin Area Office, Albany, CA; South Atlantic
Area Office, Athens, GA; Southern Plains Area Office, College Station,
TX.
Agricultural Stabilization and Conservation Service: Management
Services Division, Washington, DC; Kansas City Management Office,
Kansas City, MO; Aerial Photography Field Office, Salt Lake City, UT;
Kansas City Commodity Office, Kansas City, MO.
Animal and Plant Health Inspection Service: Administrative Services
Division, Washington, DC; Procurement and Engineering Branch,
Hyattsville, MD; Field Servicing Office, Minneapolis, MN.
Economics Management Staff: Administrative Services Division,
Washington, DC.
Extension Service: Cooperative Management Staff, Washington, DC.
Farmers Home Administration: Administrative Services Division,
Washington, DC 20250; Administrative Support Division, St. Louis, MO.
Federal Crop Insurance Corporation: Management Support Division,
Washington, DC 20250.
Food and Nutrition Service: Administrative Services Division,
Alexandria, VA; Mid-Atlantic Division, Robbinsville, NW; Southeast
Region, Atlanta, GA; Minneapolis Computer Support Center, Minneapolis,
MN; Mid-West Region, Chicago, IL; Southwest Region, Dallas, TX;
Western Region, San Francisco, CA; New England Region, Burlington, MA;
Mountain Plains Region, Denver, CO.
Food Safety and Inspection Service: Administrative Services Division,
Washington, DC; Administrative Services Division, Minneapolis, MN.
Foreign Agricultural Service: Management Services Division,
Washington, DC.
Forest Service: Administrative Services Division, Washington, DC;
Geometronics Service Center, Salt Lake City, UT; Boise Interagency
Fire Center, Boise, ID; Alaska Region, Juneau, AK; Tongass NF Chatham
Area, Sitka, AK; Tongass NF Stikine Area, Petersburg, AK; Tongass NF
Ketchikan Area, Ketchikan, AK; Chugach NF, Anchorage, AK; Pacific
Northwest Region, Portland, OR; Deschutes NF, Bend, OR; Fremont NF,
Lakeview, OR; Malheur NF, John Day, OR; Mt. Hood NF, Gresham, OR;
Ochoco NF, Prineville, OR; Rogue River NF, Medford, OR; Siskiyou NF,
Grants Pass, OR; Siuslaw NF, Corvallis, OR; Umatilla NF, Pendleton,
OR; Umpqua NF, Roseburg, OR; Wallowa-Whitman NF, Baker, OR; Willamette
NF, Eugene, OR; Winema NF, Klamath Falls, OR; Okanogan NF, Okanogan,
WA; Wenatchee NF, Wenatchee, WA; Olympic NF, Olympia, WA; Gifford
Pinchot NF, Vancouver, WA; Mt. Baker-Snoqualmie NF, Seattle, WA;
Colville NF, Colville, WA; Pacific Southwest Region, San Francisco,
CA; Angeles NF, Arcadia, CA; Cleveland NF, San Diego, CA; Eldorado NF,
Placerville, CA; Inyo NF, Bishop, CA; Klamath NF, Yreka, CA; Lassen
NF, Susanville, CA; Lost Padres NF, Goleta, CA; Mendocino NF, Willow,
CA; Modoc NF, Alturas, CA; Plumas NF, Quincy, CA; San Bernardino NF,
San Bernardino, CA; Sequoia NF, Porterville, CA; Shasta-Trinity NF,
Redding, CA; Sierra NF, Fresno, CA; Six Rivers NF, Eureka, CA;
Stanislaus NF, Sonora, CA; Tahoe NF, Neveda City, CA; Northern Region,
Missoula, MT; Clearwater NF, Orofino, ID; Idaho Panhandle NF, Coeur d'
Alene, ID; Nezperce NF, Grangeville, ID; Bitteroot NF, Hamilton, MT;
Beaverhead NF, Dillon, MT; Custer NF, Billings, MT; Deerlodge NF,
Butte, MT; Flathead NF, Kalispell, MT; Gallatin NF, Bozeman, MT;
Helena NF, Helena, MT Kootenai NF, Libby, MT; Lewis and Clark NF,
Great Falls, MT; Lolo NF, Fort Missoula, MT; Intermountain Region,
Ogden, UT; Boise NF, Boise, ID; Caribou NF, Pocatello, ID; Challis NF,
Challis, ID; Payette NF, McCall, ID; Salmon NF, Salmon, ID; Sawtooth
NF, Twin Falls, ID; Targhee NF, St. Anthony, ID; Humbolt NF, Elko, NF;
Toiyabe NF, Sparks, NV; Ashley NF, Vernal, UT; Dixie NF, Cedar City,
UT; Fishlake NF, Richfield, UT; Manti-LaSal NF, Price, UT; Uinta NF,
Provo, UT; Wasatch NF, Salt Lake City, UT; Bridger-Teton NF, Jackson,
WY; Southwestern Region, Albuquerque, NM; Apache-Sitgreaves NF,
Springerville, AZ; Coconino NF, Flagstaff, AZ; Coronado NF, Tucson,
AZ; Kaibab NF, Williams, AZ; Prescott NF, Prescott, AZ; Tonto NF,
Phoenix, AZ; Carson NF, Taos, NM; Cibola NF, Albuquerque, NM; Gila NF,
Silver City, MN; Lincoln NF, Alamagordo, NM; Santa Fe NF, Santa Fe,
NM; Rocky Mountain Region, Lakewood, CO; Grand Mesa, Uncompahgre and
Gunnison National Forests, Delta, CO; Rio Grande NF, Monte Vista, CO;
Arapaho-Roosevelt NF, Fort Collins, CO; Routt NF, Steamboat Springs,
CO; Pike-San Isabel NF, Pueblo, CO; San Juan NF, Durango, CO; White
River NF, Glenwood Springs, CO; Nebraska NF, Chadron, NE; Black Hills
NF, Custer, SD; Bighorn NF, Sheridan, WY; Medicine Bow NF, Laramie,
WY; Shoshone NF, Cody, WY; Eastern Region, Milwaukee, WI; Shawnee NF,
Harrisburg, IL; Wayne-Hoosier NF, Bedford, IN; Hiawatha NF, Escanaba,
MI; Huron-Manistee NF, Cadillac, MI; Ottawa NF, Ironwood, MI; Superior
NF, Duluth, MN; Chippewa NF, Cass Lake, MN; Mark Twain NF, Rolla, MO;
White Mountain NF, Laconia, NH; Allegheny NF, Warren, PA; Green
Mountain NF, Rutland, VT; Monogahela NF, Elkins, WV; Chequamegon NF,
Park Falls, WI; Nicolet NF, Rhinelander, WI; Southern Region, Atlanta,
GA; Ouachita NF, Hot Springs, AK; National Forests in Alabama,
Montgomery, AL; Ozark and St. Francis National Forests, Russellville,
AK; National Forests in Florida, Tallahassee, FL; Chattahoochee and
Oconee National Forests, Gainesville, GA; Daniel Boone NF, Winchester,
KY; Kisatchie NF, Pineville, LA; National Forests in Mississippi,
Jackson, MS; National Forests in North Carolina, Asheville, NC;
Francis Marion and Sumter National Forests, Columbia, SC; Cherokee NF,
Cleveland, TN; National Forests in Texas, Lufkin, TX; George
Washington NF, Harrisonburg, VA; Jefferson NF, Roanoke, VA; Caribbean
NF, Rio Piedras, PR; North Central Forest and Range Experiment
Station, St. Paul, MN; Northeastern Forest Experiment Station,
Broomall, PA; Rocky Mountain Forest Experiment Station, Fort Collins,
CO; Southeastern Forest Experiment Station, Asheville, NC; Southern
Forest Experiment Station, New Orleans, LA; Forest Products
Laboratory, Madison, WI.
Office of International Cooperation and Development: Management
Services Branch, Washington, DC 20250.
Office of Operations: Real Property Management Division, Washington,
DC 20250.
Rural Electrification Administration: Administrative Services
Division, Washington, DC 20250.
Soil Conservation Service: National Office Administrative Staff,
Washington, DC 20250; and State Administrative Officers in Auburn, AL;
Anchorage, AK; Phoenix, AZ; Little Rock, AK; Davis, CA; San Juan, PR;
Denver, CO; Storrs, CT; Dover, DE; Gainesville, FL; Athens, GA;
Honolulu, HI; Boise, ID; Champaign, IL; Indianapolis, IN: Des Moines,
IA; Salina, KS; Lexington, KY; Alexandria, LA; Orono, ME; College
Park, MD; Amherst, MA; East Lansing, MI; St. Paul, MN; Jackson, MS;
Columbia, MO; Bozeman, MT; Lincoln, NE; Reno, NV; Durham, NH;
Somerset, NJ; Albuquerque, NM; Syracuse, NY; Raleigh, NC; Bismarck,
ND; Columbus, OH; Stillwater, OK; Portland, OR; Harrisburg, PA; West
Warwick, RI; Columbia, SC; Huron, SD; Nashville, TN; Temple, TX; Salt
Lake City, UT; Winooski, VT; Richmond, VA; Spokane, WA; Morgantown,
WV; Madison, WI; Casper, WY; and Administrative Officers at Technical
Service Centers in Lincoln, NB; Portland, OR; Chester, PA; and Fort
Worth, TX.
USDA/OO-4
System name: Parking Applications.
System location:
Facilities Management Division, Office of Operations, USDA,
Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who have applied for parking permits at the USDA
Washington, DC, headquarters complex.
Categories of records in the system:
Name, agency, social security number, and home address of parking
applicants.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
Used to determine assignment of parking spaces at the USDA Washington,
DC headquarters complex.
Routine uses of records maintained in the system, including categories
of users and the purpose of such uses:
No disclosure outside USDA.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Paper forms, originals or copies, preprinted or handwritten forms,
and/or computer storage.
Retrievability:
Information can be retrieved by name, agency, identification number,
office location, assigned parking space.
Safeguards:
Records are maintained in standard filing equipment and computers.
Access to the file is restricted to persons having a need to know the
information in the course of their duties.
Retention and disposal:
Records are maintained for 12 months after submission of the
application and then destroyed.
System manager(s) and address:
Director, Office of Operations, USDA, Washington, DC 20250.
Notification procedure:
Notification procedure: Covered employees may request information on
this system and information on records relating to them from the
Parking Coordinator, Facilities Management Division, Office of
Operations, USDA, Washington, DC 20250. Telephone (202) 447-2902.
Contesting record procedures:
Persons may obtain information on procedures to contest system records
pertaining to them by submitting a written request to the Director,
Office of Operations.
Record source categories:
Information in this system comes from applications submitted by
employees.
Office of Personnel
USDA/OP-1
System name: Personnel and Payroll System for USDA Employees,
USDA/OP-1.
System location:
Office of Personnel, USDA, Washington, DC.; the National Finance
Center, New Orleans, Louisiana; and personnel offices at the following
locations:
ALABAMA--Soil Conservation Service State Office, Soil Conservation
Building, 665 Opelika Road, Auburn, Alabama 36830; Farmers Home
Administration State Office, Aronov Building, Room 717, 474 S. Court
Street, Montgomery, Alabama 36104; Forest Service, National Forests in
Alabama, 1765 Highland Avenue, Montgomery, Alabama 36107.
ALASKA--Forest Service, Chugach National Forest, 201 E. 9th Avenue,
Suite 206, Anchorage, Alaska 99501; Soil Conservation Service State
Office, 201 E. 9th Avenue, Suite 300, Anchorage, Alaska 99501-3687;
Forest Service Regional Office, Federal Office Building, PO Box 1628,
Juneau, Alaska 99802; Forest Service, Tongass National Forest,
Ketchikan Area, Federal Building, Ketchikan, Alaska 99901; Farmers
Home Administration State Office, 634 S. Bailey, suite 103, Palmer,
Alaska 99645; Forest Service, Tongass National Forest, Stikine Area,
Box 309, Petersburg, Alaska 99833; Forest Service, Tongass National
Forest, Chatham Area, 204 Siginaka Way, Sitka, Alaska 99835.
ARIZONA--Forest Service, Coconino National Forest, 2323 E. Greenlaw
Lane, Flagstaff, Arizona 86004; Forestry Sciences Laboratory, Northern
Arizona University, Flagstaff, Arizona 86001; Agricultural Marketing
Service Milk Market Office, 1121 E. Missouri Street, Phoenix, Arizona
85014; Farmers Home Administration State Office, 201 E. Indianola,
suite 275, Phoenix, Arizona 85012; Soil Conservation Service State
Office, 201 E. Indianola, suite 200, Phoenix, Arizona 85012; Forest
Service, Tonto National Forest, 2324 E. McDowell Road, PO Box 5348,
Phoenix, Arizona 85010; Forest Service, Prescott National Forest, 344
S. Cortez, Prescott, Arizona 86303; Forest Service, Apache-Sitgreaves
National Forest, Federal Building, PO Box 640, Springerville, Arizona
85938; Forest Service, Coronado National Forest, 300 W. Congress,
Tucson, Arizona 85701; Forest Service, Kaibab National Forest, 800 S.
6th Street, Williams Arizona 86046.
ARKANSAS--Forest Service, Quachita National Forest, Federal Building,
Reserve and Broadway Streets, PO Box 1270, Hot Springs National Park,
Arkansas 71902; Farmers Home Administration State Office, 5529 Federal
Office Building, PO Box 2778, 700 W. Capital, Little Rock, Arkansas
72203; Forest Service, Ozark-St. Francis National Forest, 605 W. Main,
PO Box 1008, Russellville, Arkansas 72801; Soil Conservation Service
State Office, Federal Office Building, 7800 W. Capitol Avenue, Little
Rock, Arkansas 72201.
CALIFORNIA--Forest Service, Modoc National Forest, 441 N. Main Street,
Alturas, California 96101; Forest Service Pacific Southwest Forest and
Range Experiment Station, 1960 Addison Street, PO Box 245, Berkeley,
California 94701; Forest Service, Inyo National Forest, 873 N. Main
Street, Bishop, California 93514; Soil Conservation Service State
Office, 2121-C 2nd Street, Davis, California 95616; Forest Service,
Six Rivers National Forest, 507 F Street, Eureka, California 95501;
Forest Service, Sierra National Forest, 1600 Tollhouse Road, Clovis,
California 93612; Forest Service, Los Padres National Forest, 6144
Calle Real, Goleta, California 93117; Forest Service, Tahoe National
Forest, Highway 49, Nevada City, California 95969; Forest Service,
Angeles National Forest, 701 N. Santa Anita Avenue, Arcadia,
California 91006; Forest Service, Eldorado National Forest, 100 Forni
Road, Placerville, California 95667; Forest Service, Sequoia National
Forest, 900 W. Grand Avenue, Porterville, California 93257-2035;
Forest Service, Plumas National Forest, 159 Lawrence Street, PO Box
11500, Quincy, California 95971-6025; Forest Service, Shasta-Trinity
National Forest, 2400 Washington Avenue, Redding, California 96001;
Forest Service, San Bernardino National Forest, 1824 S. Commercenter
Circle, San Bernardino, California 92408-3430; Forest Service,
Cleveland National Forest, 800 Front Street, room 5-N-14, San Diego,
California 92188; Forest Service, Equipment Development Center, 444 E.
Bonita Avenue, San Dimas, California 91773; Food and Nutrition Service
Western Regional Office, 550 Kearny Street, room 400, San Francisco,
California 94108; Forest Service Regional Office, 630 Sansome Street,
San Francisco, California 94111; Forest Service, Stanislaus National
Forest, 19777 Greenley Road, Sonora, California 95370; Forest Service,
Lake Tahoe Basin Management Unit, 870 Emerald Bay Road, PO Box 731002,
South Lake Tahoe, California 95731; Forest Service, Lassen National
Forest, 55 S. Sacramento Street, Susanville, California 96130; Forest
Service, Mendocino National Forest, 420 E. Laurel Street, Willows,
California 95988; Farmers Home Administration State Office, 459
Cleveland Street, Woodland, California 95695; Forest Service, Klamath
National Forest, 1312 Fairlane Road, Yreka, California 96097.
COLORADO--Agricultural Marketing Service Milk Marker Office, 2600 S.
Parker Road, PO Box 440860, Aurora, Colorado 80044; Forest Service,
Grand Mesa-Uncompahgre-Gunnison National Forests, 2250 Highway 50,
Delta, Colorado 81416; Farmers Home Administration State Office, 2490
W. 26th Avenue, Room 231, Denver, Colorado 80211; Food and Nutrition
Service, Mountain Plains Regional Office, 1244 Speer Boulevard,
Denver, Colorado 80204; Soil Conservation Service, State Office, 655
Parfet Street, room E200C, Lakewood, Colorado 80215-5517; Forest
Service, San Juan National Forest, Federal Building, 701 Camino Del
Rio, room 301, Durango, Colorado 81301; Forest Service, Rocky Mountain
Forest and Range Experiment Station, 240 W. Prospect Street, Fort
Collins, Colorado 80526-2098; Forest Service, Arapaho-Roosevelt
National Forest, 240 W. Prospect Street, Ft. Collins, Colorado 80526-
2098; Forest Service, White River National Forest, Old Federal
Building, Box 948, Glenwood Springs, Colorado 81602; Forest Service
Regional Office, 11177 W. 8th Avenue, PO Box 25127, Lakewood, Colorado
80225; Forest Service, Rio Grande National Forest, 1803 W. Highway
160, Monte Vista, Colorado 81144; Forest Service, Pike-San Isabel
National Forests, 1920 Valley Drive, Pueblo, Colorado 81008; Forest
Service, Routt National Forest, 29587 W. U.S. 40, Suite 20, Steamboat
Springs, Colorado 80487.
CONNECTICUT--Soil Conservation Service, State Office, 16 Professional
Park Road, Storrs, Connecticut 06268.
DELAWARE--Farmers Home Administration State Office, 2319 S. DuPont
Highway, Dover, Delaware 19901.
FLORIDA--Farmers Home Administration State Office, Federal Building,
room 214, 4011 SE. 1st Avenue, Gainesville, Florida 32602; Soil
Conservation Service, State Office, Federal Building, 401 SE. 1st
Avenue, room 248, Gainesville, Florida 32601; Forest Service, National
Forests in Florida, City Center Building, 227 N. Bronough Street,
suite 4061, Tallahassee, Florida 32301; Agricultural Marketing Service
Milk Market Office, 1205 S. Semoran Boulevard, PO Box 4790, Winter
Park, Florida 32793.
GEORGIA--Agricultural Marketing Service Milk Market Office, 3610
Interstate 85, NE, Suite 109, PO Box 49025, Atlanta, Georgia 30359;
Forest Service Regional Office, 1720 Peachtree Road, NW, Atlanta,
Georgia 30367; Farmers Home Administration State Office, 355 E.
Hancock Avenue, Stephens Federal Building, Athens, Georgia 30601; Soil
Conservation Service State Office, Federal Building, Box 13, 355 E.
Hancock Avenue, Athens, Georgia 30601; Forest Service, Chattahoochee-
Oconee National Forest, 508 Oak Street, SE., Gainesville, Georgia
30501; Food and Nutrition Service, Southeast Regional Office, M. L.
King Federal Annex Building, 77 Forsyth Street, Room 107, Atlanta,
Georgia 30303.
HAWAII--Farmers Home Administration State Office, Federal Building,
154 Waianuenue Avenue, Room 311, Hilo, Hawaii 96720; Soil Conservation
Service State Office, 300 Ala Moana Boulevard, Room 4316, Honolulu,
Hawaii 96850.
IDAHO--Farmers Home Administration State Office, 3232 Elder Street,
Boise, Idaho 83705; Forest Service, Boise National Forest, 1750 Front
Street, Boise, Idaho 83702; Soil Conservation Service State Office,
3244 Elder Street, Room 124, Boise, Idaho 83705; Forest Service,
Challis National Forest, Forest Service Building, Highway 93, PO Box
404, Challis, Idaho 83226; Forest Service, Idaho Panhandle National
Forests, 1201 Ironwood Drive, Coeur d'Alene, Idaho 83814; Forest
Service, Nez Perce National Forest, Route 2, Box 475, Grangeville,
Idaho 83530; Forest Service, Payette National Forest, Forest Service
Building, PO Box 1026, McCall, Idaho 83638; Forest Service, Clearwater
National Forest, 12730 Highway 12, Orofino, Idaho 83544; Forest
Service, Caribou National Forest, 250 S. 4th Avenue, Suite 294,
Pocatello, Idaho 83201; Forest Service, Targhee National Forest, 420
N. Bridge Street, PO Box 208, St. Anthony, Idaho 83445; Forest
Service, Salmon National Forest, PO Box 729, Salmon, Idaho 83467;
Forest Service, Sawtooth National Forest, 2647 Kimberly Road, E., Twin
Falls, Idaho 83301.
ILLINOIS--Farmers Home Administration State Office, Illini Plaza, 1817
S. Neil Street, Suite 103, Champaign, Illinois 61820; Soil
Conservation Service State Office, 1902 Fox Drive, Champaign, Illinois
61820; Agricultural Marketing Service Milk Market Office, 800
Roosevelt Road, Building A, Suite 200, Glen Ellyn, Illinois 60137;
Food and Nutrition Service Midwest Regional Office, 50 E. Washington
Street, Chicago, Illinois 60602; Forest Service, Shawnee National
Forest, 901 S. Commercial Street, Harrisburg, Illinois 62946.
INDIANA--Forest Service, Wayne-Hoosier National Forest, 811
Constitution Avenue, Bedford, Indiana 47421; Farmers Home
Administration State Office, Suite 1700, 5610 Crawfordsville Road,
Indianapolis, Indiana 46224; Soil Conservation Service State Office,
6013 Lakeside Boulevard, Indianapolis, Indiana 46278.
IOWA--Farmers Home Administration State Office, Federal Building, Room
873, 210 Walnut Street, Des Moines, Iowa 50309; Soil Conservation
Service State Office, Federal Building, Room 693, 210 Walnut Street,
Des Moines, Iowa 50309.
KANSAS--Agricultural Marketing Service Milk Market Office, 7819 Conser
Place, PO Box 4606, Overland Park, Kansas 66204; Soil Conservation
Service State Office, 760 S. Broadway, Salina, Kansas 67401; Farmers
Home Administration State Office, 444 SE. Quincy Street, Topeka,
Kansas 66683.
KENTUCKY--Farmers Home Administration State Office, 333 Waller Avenue,
Lexington, Kentucky 40504; Soil Conservation Service State Office, 333
Waller Avenue, Lexington, Kentucky 40504; Agricultural Marketing
Service Milk Market Office, 3920 Bardstown Road, PO Box 18030,
Louisville, Kentucky 40218; Forest Service, Daniel Boone National
Forest, 100 Vaught Road, Winchester, Kentucky 40391.
LOUISIANA--Farmers Home Administration State Office, 3727 Government
Street, Alexandria, Louisiana 71301; Soil Conservation Service State
Office, 3737 Government Street, Alexandria, Louisiana 71302;
Agricultural Marketing Service Milk Market Office, 630 Village Lane,
North, PO Box 99, Mandeville, Louisiana 70448; Forest Service Southern
Forest Experiment Station, T-10210 U.S. Postal Service Building, 701
Loyola Avenue, New Orleans, Louisiana 70113; Office of Finance and
Management, National Finance Center, Administrative Management Staff,
PO Box 60,000, New Orleans, Louisiana 70160; Forest Service, Kisatchie
National Forest, PO Box 5500, 2500 Shreveport Highway, Pineville,
Louisiana 71360.
MAINE--Farmers Home Administration State Office, 444 Stillwater
Avenue, Suite 2, PO Box 405, Bangor, Maine 04401-0405; Soil
Conservation Service State Office, USDA Building, University of Maine,
Orono, Maine 04473.
MARYLAND--Soil Conservation Service State Office, John Hanson Business
Center, 339 Revell Highway, Suite 301, Annapolis, Maryland 21401.
MASSACHUSETTS--Farmers Home Administration State Office, 451 West
Street, Amherst, Massachusetts 01002; Soil Conservation Service State
Office, 451 West Street, Amherst, Massachusetts 01002; Agricultural
Marketing Service Milk Market Office, 90 Canal Street, PO Box 1478,
Boston, Massachusetts 02205; Food and Nutrition Service, Northeast
Regional Office, 10 Causeway Street, Room 501, Boston, Massachusetts
02222-1062.
MICHIGAN--Agricultural Marketing Service Milk Market Office, 2684 W.
11 Mile Road, Barkley, Michigan 48072; Forest Service, Huron-Manistee
National Forest, 421 S. Mitchell Street, Cadillac, Michigan 49601;
Farmers Home Administration State Office, 1405 S. Harrison Road, Room
209, East Lansing, Michigan 48823; Soil Conservation Service State
Office, 101 Manly Miles Building, 1405 S. Harrison Road, East Lansing,
Michigan 48823-5202; Forest Service, Hiawatha National Forest, 2727 N.
Lincoln Road, Escanaba, Michigan 49829; Forest Service, Ottawa
National Forest, 2100 E. Cloverland Drive, Ironwood, Michigan 49938.
MINNESOTA--Forest Service, Chippewa National Forest, Cass Lake,
Minnesota 56633; Forest Service, Superior National Forest, Box 338,
Duluth, Minnesota 55801; Agricultural Marketing Service Milk Market
Office, 4570 W. 77th Street, Suite 210, Minneapolis, Minnesota 55435;
Animal and Plant Health Inspection Service Field Servicing Office,
Butler Square, W., 5th Floor, 100 N. 6th street, Minneapolis,
Minnesota 55403; Farmers Home Administration State Office, 252 Federal
Office Building and U.S. Court House, St. Paul, Minnesota 55101; Food
Safety and Inspection Service, Personnel Operations Branch, Butler
Square, W., 4th Floor, 100 N. 6th Street, Minneapolis, Minnesota
55403; Forest Service North Central Forest Experiment Station, 1992
Folwell Avenue, St. Paul, Minnesota 55108; Soil Conservation Service
State Office, 600 Farm Credit Building, 375 Jackson Street, St. Paul,
Minnesota 55101-1854; Forest Service, Northeastern Area State and
Private Forestry, 1992 Folwell Avenue, St. Paul, Minnesota 55108.
MISSISSIPPI--Farmers Home Administration State Office, Federal
Building, Room 831, Jackson, Mississippi 39269; Soil Conservation
Service State Office, Federal Building, Suite 1321, 100 W. Capitol
Street, Jackson, Mississippi 39269; Forest Service, National Forest in
Mississippi, 100 W. Capitol Street, Suite 1141, Jackson, Mississippi
39269.
MISSOURI--Farmers Home Administration State Office, 555 Vandiver
Drive, Columbia, Missouri 65201; Soil Conservation Service State
Office, 555 Vandiver Drive, Columbia, Missouri 65202; Agricultural
Stabilization and Conservation Service, Kansas City Management Office,
8930 Ward Parkway, Kansas City Missouri 64114; Federal Crop Insurance
Corporation, 9435 Holmes, Kansas City Missouri 64131; Forest Service,
Mark Twain National Forest, 401 Fairgrounds Road, Rolla, Missouri
65401; Agricultural Marketing Service Milk Market Office, 2550 Schuetz
Road, PO Box 1485, Maryland Heights, Missouri, 63043; Farmers Home
Administration Finance Office, 1520 Market Street, St. Louis, Missouri
63103.
MONTANA--Forest Service, Custer National Forest, PO Box 2556,
Billings, Montana 59103; Farmers Home Administration State Office,
Federal Building, PO Box 850, Bozeman, Montana 59715; Forest Service,
Gallatin National Forest, Federal Building, PO Box 130, Bozeman,
Montana 59771; Soil Conservation Service State Office, Federal
Building, 10 E. Babock, Room 443, Bozeman, Montana 59715; Forest
Service, Deerlodge National Forest, Federal Building, PO Box 400,
Butte, Montana 59703; Forest Service, Beaverhead National Forest, 610
N. Montana Street, Dillon, Montana 59725; Forest Service, Lewis and
Clark National Forest, 1101 15th Street, N., PO Box 871, Great Falls,
Montana 59403; Forest Service, Bitterroot National Forest, 316 N.
Third Street, Hamilton, Montana 59840; Forest Service, Helena National
Forest, Federal Office Building, 301 S. Park, Drawer 10014, Helena,
Montana 59626; Forest Service, Flathead National Forest, 1935 3rd
Avenue, E., PO Box 147, Kalispell, Montana 59901; Forest Service,
Kootenai National Forest, 506 W. Highway 2, Libby, Montana 59923;
Forest Service Regional Office, Federal Building, P.O. Box 7669,
Missoula, Montana 59807; Forest Service, Lolo National Forest,
Building 24, Ft. Missoula, Montana 59801; Forest Service,
International Forest and Range Experiment Station, Forestry Sciences
and Northern Forest Fire Laboratories, Drawer G. Missoula, Montana
59806, Forest Service, Aerial Fire Depot, Box 6, Airport Terminal,
Missoula, Montana 59801.
NEBRASKA--Forest Service, Nebraska National Forest, 270 Pine Street,
Chadron, Nebraska 69337; Farmers Home Administration State Office,
Federal Building, Room 308, 100 Centennial Mall North, Lincoln,
Nebraska 68508; Soil Conservation Service State Office, Federal
Building, Room 345, 100 Centennial Mall, N., Lincoln, Nebraska 68508.
NEVADA--Forest Service, Humboldt National Forest, 976 Mountain City
Highway, Elko, Nevada 89801; Forest Service, Toiyabe National Forest,
1200 Franklin Way, Sparks Way, Nevada 89431; Soil Conservation Service
State Office, 1201 Terminal Way, Room 219, Reno, Nevada 89502.
NEW HAMPSHIRE--Soil Conservation Service State Office, Federal
Building, Durham, New Hampshire 03824; Forest Service, White Mountain
National Forest, 719 Main Street, Federal Building, PO Box 638,
Laconia, New Hampshire 03247.
NEW JERSEY--Farmers Home Administration State Office, 100 High Street,
Suite 100, Mt. Holly, New Jersey 08691; Soil Conservation Service
State Office, 1370 Hamilton Street, Somerset, New Jersey 08873; Food
and Nutrition Service, Mid-Atlantic Regional Office, Mercer Corporate
Park, CN 02150, Trenton, New Jersey 08650.
NEW MEXICO--Forest Service, Lincoln National Forest, Federal Building,
11th and New York Avenue, Alamogordo, New Mexico 88310; Farmers Home
Administration State Office, Federal Building, Room 3414, 517 Gold
Avenue, SW., Albuquerque, New Mexico 87102; Forest Service Regional
Office, 517 Gold Avenue, SW., Albuquerque, New Mexico 87102; Forest
Service, Cibola National Forest, 10308 Candelaria, NE, Albuquerque,
New Mexico 87112; Soil Conservation Service State Office, 517 Gold
Avenue, SW., Room 3301, Albuquerque, New Mexico 87102; Forest Service,
Santa Fee National Forest, 1220 St. Francis Drive, PO Box 1689, Santa
Fe, New Mexico 87504; Forest Service, Gila National Forest, 2610 N.
Silver Street, Silver City, New Mexico 88061; Forest Service, Carson
National Forest, Federal Building, 208 Cruz Alta Road, PO Box 558,
Taos, New Mexico 87571.
NEW YORK--Agricultural Marketing Service Milk Market Office, 708 Third
Avenue, 6th Floor, New York, New York 10017; Farmers Home
Administration State Office, U.S. Courthouse and Federal Building,
Room 871, 100 S. Clinton Street, Syracuse, New York 13202; Soil
Conservation Service State Office, James M. Hanley Federal Building,
100 S. Clinton Street, Room 771, Syracuse, New York 13260.
NORTH CAROLINA--Forest Service, Southeastern Forest Experiment
Station, 200 Weaver Boulevard, PO Box 2680, Asheville, North Carolina
28802; Forest Service, National Forests in North Carolina, Post & Otis
Streets, PO Box 2750, Asheville, North Carolina 28802; Farmers Home
Administration State Office, Room 514, 310 New Bern Avenue, Raleigh,
North Carolina 27601; Soil Conservation Service State Office, 4405
Bland Road, Raleigh, North Carolina 27609.
NORTH DAKOTA--Farmers Home Administration State Office, Federal
Building, Room 208, 3rd and Rosser Avenue, Bismarck, North Dakota
58501; Soil Conservation Service State Office, Federal Building, 220
E. Rosser Avenue, Room 278, Bismarck, North Dakota 58502.
OHIO--Agricultural Marketing Service Milk Market Office, 7851 Freeway
Circle, Middleburg Heights, PO Box 30128, Cleveland, Ohio 44130;
Agricultural Marketing Service Milk Market Office, 5950 Sharon Woods
Boulevard, PO Box 29226, Columbus, Ohio 42339; Farmers Home
Administration State Office, Federal Building, Room 507, 200 N. High
Street, Columbus, Ohio 43215; Soil Conservation Service State Office,
200 N. High Street, Room 522, Columbus, Ohio 43215.
OKLAHOMA--Farmers Home Administration State Office, Agricultural
Center Office Building, Stillwater, Oklahoma 75074; Soil Conservation
Service State Office, Agricultural Center Building, Stillwater,
Oklahoma 74074; Agricultural Marketing Service Milk Market Office,
4325 E. 51st Street, PO Box 470563, Tulsa, Oklahoma 74147.
OREGON--Forest Service, Wallowa-Whitman National Forest, Federal
Building, Main and Auburn, Box 907, Baker, Oregon 97814; Forest
Service, Deschutes National Forest, 1645 Highway 20 East, Bend, Oregon
97701; Forest Service, Siuslaw National Forest, PO Box 1148,
Corvallis, Oregon 97339; Forest Service, Willamette National Forest,
Box 10607, Eugene, Oregon 97440; Forest Service, Siskiyou National
Forest, Box 440, Grants Pass, Oregon 97526; Forest Service, Mt. Hood
National Forest, 2955 NW. Division Street, Gresham, Oregon 97030;
Forest Service, Malheur National Forest, 139 NE Dayton Street, John
Day, Oregon 97845; Forest Service, Winema National Forest, 2819
Dahlia, Klamath Falls, Oregon 97601; Forest Service, Fremont National
Forest, 524 N. G Street, Lakeview, Oregon 97630; Forest Service, Rogue
River National Forest, Federal Building, 333 W. 8th Street, PO Box
520, Medford, Oregon 97501; Forest Service, Umatilla National Forest,
2517 SW. Hailey Avenue, Pendleton, Oregon 97801; Farmers Home
Administration State Office, Federal Building, Room 1590, 1220 SW. 3rd
Avenue, Portland, Oregon 97204; Forest Service, Pacific Northwest
Forest and Range Experiment Station, 319 SW. Pine Street, PO Box 3980,
Portland, Oregon 97208; Forest Service Regional Office, 319 SW. Pine
Street, PO Box 3623, Portland, Oregon 97208; Soil Conservation Service
State Office, Federal Building, 1220 SW. 3rd Avenue, 16th Floor,
Portland, Oregon 97204; Soil Conservation Service Technical Center,
511 NW. Broadway, Room 248, Portland, Oregon 97209; Agricultural
Marketing Service Milk Market Office, Tarbell Building; 9735 SW. Shady
Lane, Tigard, PO Box 23606, Portland, Oregon 97223; Forest Service,
Ochoco National Forest, Federal Building, PO Box 490, Prineville,
Oregon 97754; Forest Service, Umpqua National Forest, Box 1008,
Roseburg, Oregon 97470.
PENNSYLVANIA--Farmers Home Administration State Office, 1 Credit Union
Place, Suite 330, Harrisburg, Pennsylvania 17110-2996; Soil
Conservation Service State Office, 1 Credit Union Drive, Suite 340,
Harrisburg, Pennsylvania 17110-2993; Forest Service, Northeastern Area
State and Private Forestry, 370 Reed Road, Broomall, Pennsylvania
19008; Forest Service Northeastern Forest Experiment Station, 370 Reed
Road, Broomall, Pennsylvania 19008; Soil Conservation Service
Technical Service Center, 160 E. 7th Street, Chester, Pennsylvania
19013; Forest Service, Allegheny National Forest, 222 Liberty Street,
PO Box 847, Warren, Pennsylvania 16365.
SOUTH CAROLINA--Farmers Home Administration State Office, Strom
Thurmond Federal Building, Room 1007, 1835 Assembly Street, Columbia,
South Carolina 29201; Forest Service, Francis Marion-Sumter National
Forests, 1835 Assembly Street, PO Box 2227, Columbia, South Carolina
29202; Soil Conservation Service State Office, Strom Thurmond Federal
Building, 1835 Assembly Street, Room 950, Columbia, South Carolina
29201.
SOUTH DAKOTA--Forest Service, Black Hills National Forest, Forest
Service Office Building, R.R. 2, Box 200, Custer, South Dakota 57730-
9504; Farmers Home Administration State Office, Huron Federal
Building, Room 208, 200 4th Street, SW., Huron, South Dakota 57350;
Soil Conservation Service State Office, Federal Building, 200 4th
Street, SW., Huron, South Dakota 57350.
TENNESSEE--Forest Service, Cherokee National Forest, 2800 N. Ocoee
Street, NW, Box 2010, Cleveland, Tennessee 37311; Farmers Home
Administration State Office, 538 U.S. Courthouse Building, 801
Broadway Street, Nashville, Tennessee 37203; Soil Conservation Service
State Office, 675 Estes Kefauver Federal Building-U.S. Courthouse, 801
Broadway Street, Nashville, Tennessee 37203.
TEXAS--Agricultural Marketing Service Milk Market Office, 11117 Shady
Trail, PO Box 29529, Dallas, Texas 75229; Food and Nutrition Service
Southwest Regional Office, 1100 Commerce Street, Room 5 D 22, Dallas,
Texas 75242; Forest Service National Forests, National Forests in
Texas, Homer Garrison Federal Building, 701 N. 1st Street, Lufkin,
Texas 75901; Farmers Home Administration State Office, W. R. Poage
Federal Building, 101 S. Main Street, Temple, Texas 76501; Soil
Conservation Service Technical Service Center, Ft. Worth Federal
Center Building 23, Room 60, Felix and Hemphill Street, Ft. Worth,
Texas 76116.
UTAH--Forest Service, Dixie National Forest, 82 North 100th, E., PO
Box 580, Cedar City, Utah 84720; Forest Service Intermountion Forest
and Range Experiment Station, Federal Building, 324 25th Street,
Ogden, Utah 84401; Forest Service Regional Office, Federal Office
Building, 324 25th Street, Ogden, Utah 84401; Forest Service, Manti-
LaSal National Forest, 599 W. Price River Drive, Price, Utah 84501;
Forest Service, Uinta National Forest, 88 W. 100th, N., Provo, Utah
84601; Forest Service, Fishlake National Forest, 115 E. 900th, N.,
Richfield, Utah 84701; Farmers Home Administration State Office, 18
Federal Building, Room 5438, 125 S. State Street, Salt Lake City, Utah
84138; Forest Service, Wasatch-Cache National Forest, 8226 Federal
Building, 125 S. State Street, Salt Lake City, Utah 84138; Forest
Service Geometronics Service Center, 8226 Federal Building, 125 S.
State Street, Salt Lake City, Utah 84138; Soil Conservation Service
State Office, Wallace F. Bennett Federal Building, 125 S. State
Street, Room 4402, Salt Lake City, Utah 84138; Forest Service, Ashley
National Forest, 355 N. Vernal Avenue, Vernal, Utah 84078.
VERMONT--Farmers Home Administration State Office, 141 W. Main Street,
PO Box 588, Montpelier, Vermont 05602; Forest Service, Green Mountain
National Forest, Federal Building, 151 West Street, PO Box 519,
Rutland, Vermont 05701-0519; Soil Conservation Service State Office,
69 Union Street, Winooski, Vermont 05404.
VIRGINIA--Agricultural Marketing Service Milk Market Office, 300 N.
Lee Street, Room 320, PO Box 710, Alexandria, Virginia 22313; Forest
Service, George Washington National Forest, PO Box 233, Harrison
Plaza, Harrisonburg, Virginia 22801; Farmers Home Administration State
Office, Federal Building, Room 8213, 400 N. 8th Street, PO Box 10106,
Richmond, Virginia 23240; Soil Conservation Service State Office,
Federal Building, 400 N. 8th Street, Room 9201, Richmond, Virginia
23240; Forest Service, Jefferson National Forest, 210 Franklin Road,
SW., Room 954, Caller Service 2900, Roanoke, Virginia 24001.
WASHINGTON--Forest Service, Colville National Forest, 695 S. Main,
Colville, Washington 99114; Forest Service, Okanogan National Forest,
1240 S. 2nd Avenue, Okanogan, Washington 98840; Forest Service,
Olympia National Forest, Federal Building, PO Box 2288, Olympia,
Washington 98507; Forest Service, Mt. Baker-Snoqualmie National
Forests, 1022 1st Avenue, Seattle, Washington 98104; Soil Conservation
Service State Office, 360 U.S. Courthouse, 920 W. Riverside Avenue,
Room 360, Spokane, Washington 99201-1080; Forest Service, Gifford
Pinchot National Forest, 6926 E. 4th Plain Blvd., Vancouver,
Washington 98660; Farmers Home Administration State Office, Federal
Office Building, Room 319, PO Box 2427, Wenatchee, Washington 98801;
Forest Service, Wenatchee National Forest, Box 811, Wenatchee,
Washington 98801.
WEST VIRGINA--Forest Service, Monongahela National Forest, USDA
Building, 200 Sycamore Street, Elkins, West Virginia 26241-3962;
Farmers Home Administration State Office, Federal Building, Room 320,
75 High Street, Room 301, Morgantown, West Virginia 26505; Soil
Conservation Service State Office, 75 High Street, Morgantown, West
Virginia 26505.
WISCONSIN--Forest Service, Forest Service Products Laboratory, Gifford
Pinchot Drive, PO Box 5130, Madison, Wisconsin 53705; Soil
Conservation Service State Office, 6515 Watts Road, Suite 200,
Madison, Wisconsin 53719-2726; Forest Service Regional Office, Eastern
Region, Henry S. Reuss Federal Plaza, Suite 500, 310 W. Wisconsin
Avenue, Milwaukee, Wisconsin 53203; Forest Service, Chequamegon
National Forest, 1170 4th Avenue, S., Park Falls, Wisconsin 54552;
Forest Service, Nicolet National Forest, Federal Building, 68 S.
Stevens, Rhinelander, Wisconsin 54501; Farmers Home Administration
State Office, 1257 Main Street, Stevens Point, Wisconsin 54481.
WYOMING--Farmers Home Administration State Office, Federal Building,
Room 1005, 100 E. B Street, Casper, Wyoming 82601; Soil Conservation
Service State Office, Federal Office Building, 100 E. B Street, Room
3124, Casper, Wyoming 82601, Forest Service, Shoshone National Forest,
225 W. Yellowstone Highway, PO Box 2140, Cody, Wyoming 82414; Forest
Service, Bridger-Teton National Forest, Forest Service Building, 340
N. Cache, PO Box 1888, Jackson, Wyoming 83001; Forest Service,
Medicine Bow National Forest, 605 Skyline Drive, Laramie, Wyoming
82070; Forest Service, Bighorn National Forest, 1969 S. Sheridan
Avenue, Sheridan, Wyoming 82801.
PUERTO RICO--Farmers Home Administration State Office, New San Juan
Center Building, Room 501, 159 Carlos E. Chardon Street, Hato Rey, San
Juan, Puerto Rico 00918-5481; Soil Conservation Service Caribbean
Office, Federal Office Building, Room 633-639, Chardon Avenue, Hato
Rey, Puerto Rico 00918; Forest Service, Caribbean National Forest and
State and Private Forestry Programs, PO Box 25000, Rio Piedras, Puerto
Rico 00928-2500.
HEADQUARTERS--Agricultural Marketing Service, Personnel Division, Room
1709-S, Washington, DC 20250; Agricultural Research Service, Personnel
Division, Personnel Operations Branch, 6305 Ivy Lane, Room 101,
Greenbelt, Maryland 20770-1435; Agricultural Stabilization and
Conservation Service, Personnel Division, Room 4752-S, PO Box 2415,
Washington, DC 20013; Animal and Plant Health Inspection Service,
Human Resources Division, Room 213, Federal Building, Hyattsville, MD
20782; Animal and Plant Health Inspection Service, Field Servicing
Office, Customer Support Services, Room 448, Federal Building,
Hyattsville, MD 20782; Animal and Plant Health Inspection Service,
International Services, Resource Management Staff, Room 668, Federal
Building, Hyattsville, MD 20782; Economics Management Staff, Personnel
Division, Room 1422-S, Washington, DC 20250; Extension Service,
Personnel Division, Room 3552-S, Washington, DC 20250; Farmers Home
Administration, Personnel Division, Room 6900-S, Washington, DC 20250;
Federal Crop Insurance Corporation, Personnel Division, Room 4616-S,
Washington, DC 20250; Foreign Agricultural Service, Personnel
Division, Room 5627-S, Washington, DC 20250; Forest Service, Personnel
Management Staff, Room 910 RP-E, PO Box 2417, Washington, DC 20013;
Food and Nutrition Service, Personnel Division, Park Office Center,
Room 614, 3101 Park Center Drive, Alexandria, Virginia 22302; Food
Safety and Inspection Service, Personnel Division, Room 3133-S,
Washington, DC 20250; Office of Inspector General, Personnel
Management Staff, Room 16-E, Washington, DC 20250; Office of
International Cooperation and Development, Personnel Office, Room
0338-S, Washington, DC 20250; Office of Personnel, Personnel
Operations, Room 31-W, Washington, DC 20250; Soil Conservation
Service, Personnel Staff, PO Box 2890, Washington, DC 20013; Soil
Conservation Service National Office, Administrative Staff, Room 5215-
S, PO Box 2890, Washington, DC 20013; Rural Electrification
Administration, Personnel Management Division, Room 4031-S,
Washington, DC 20250.
Categories of individuals covered by the system:
Current and prior employees of USDA and applicants who were not hired,
as well as its permittees, cooperators and contractors.
Categories of records in the system:
The system consists of personnel (Official Personnel Folders,
Applicant Supply Files, performance files, retention lists, appeals,
grievances, complaints, disciplinary, conflict of interest, health,
suggestion and incentive awards, accident, training, time and
attendance, travel voucher, and classification files) and payroll data
needed to conform to all applicable laws, Government regulations and
procedures, and the needs of the Department and agencies in carrying
out their personnel management responsibilities.
Authority for maintenance of the system:
5 U.S.C. 301.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Referral to: (1) Office of Personnel Management for required action,
records and reports; (2) Department of Treasury for issuance of checks
and bonds; (3) Department of Labor for Office of Workers Compensation
Program and Office of Safety and Health Administration; (4) Congress
for special reports, or to a congressional office from the record of
an individual in response to an inquiry from a congressional office
made at the request of that individual; (5) White House for special
reports; (6) Office of Management and Budget for special reports; (7)
General Accounting Office for special reports; (8) Department of
Justice; (9) General Services Administration for records retirement
and/or destruction; (10) State Department for passport and foreign
assignments; (11) Department of Transportation, Environmental
Protection Agency and cooperating state and local agencies for
accident and safety records; (12) Internal Revenue Service and State
and local government for matters in connection with payment of income
taxes; (13) Social Security Administration for social security payment
information; (14) Combined Federal Campaign for reports and records;
(15) Department of Health and Human Services for scheduling physical
examinations; (16) all Government agencies and potential employers
concerning employment inquiries; (17) Equal Employment Opportunity
Commission for handling complaints; (18) appropriate agency, whether
Federal, State, local or foreign, charged with the responsibility of
investigating or prosecuting a violation of law, or of enforcing or
implementing a statute or a rule, regulation or order issued pursuant
thereto, of any record within this system when information available
indicates a violation or potential violation of law, whether civil,
criminal or regulatory in nature, and whether arising by general
statue or other particular program statute, or by rule, regulation or
order issued pursuant thereto; (19) a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding before
any of the above, of any record within the system which constitutes
evidence in that proceeding, or which is sought in the course of
discovery to the extent that USDA determines that the records are
relevant to the proceedings; (20) any agency of the Federal Government
which has identified USDA employees as having defaulted in the
repayment of an obligation incurred under any statutory authority
except the Internal Revenue Code, the Social Security Act or the U.S.
tariff laws; (21) the contractor selected to conduct a matching
program relating to unemployment compensation; (22) the contractor
selected to verify employment for specific claims relating to workers
compensation; (23) the Internal Revenue Service to enable it to offset
and satisfy past due, legally enforceable debts owed to USDA against
Federal income tax refunds; (24) labor organizations recognized under
5 U.S.C. Chapter 71 to provide home addresses or designated mailing
addresses of bargaining unit employees; and (25) the cooperator(s)
selected to evaluate personnel-related demonstration projects.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made
from this system to ``consumer reporting agencies'' as defined in the
Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Debt Collection
Act of 1982 (31 U.S.C. 3711(d)(4)).
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Records are maintained in file folders and/or computer tape and disk
storage at the applicable address listed above.
Retrievability:
Records are indexed by name of employee and/or identification number.
Safeguards:
Records are kept in locked files, locked offices and/or in secured
computer tape storage rooms.
Retention and disposal:
Records are maintained until employees are separated from the
Department and are then retired or transferred to a new employing
agency or destroyed in conformance with appropriate General Services
Administration retirement and/or destruction Schedules.
System manager(s) and address:
Director, Office of Personnel, USDA, Washington, DC 20250.
Notification procedure:
Employees may request information from this system from the
appropriate personnel office having custody of his/her records. A
request for information should be addressed to the Director, Personnel
Division (name of appropriate Agency), USDA, at the address shown
under Location and should contain the name of requestor, employing
agency in USDA or agency to which information was furnished, address
of agency and particular information requested.
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to and contesting a record in the system which pertains to him/
her by submitting a written request to the appropriate office referred
to in the preceding paragraph.
Contesting record procedures:
Same as Record access procedures.
Record source categories:
Information in this system comes from the employees, applicants,
permittees, cooperators, contractors, employees' personnel offices,
supervisors, references, investigative personnel, colleges and
universities and former employers.
USDA/OP-2
System name: Security Records for USDA Employees, USDA/OP-2.
System location:
Security, Employee and Labor Relations Staff, Office of Personnel,
USDA, Room 16-W, Administration Building, 14th Street and Independence
Avenue, SW, Washington, DC 20250.
Categories of individuals covered by the system:
All applicants for USDA employment and/or individuals investigated
under the authority of Executive Order 10450.
Categories of records in the system:
The system consists of investigative files maintained by the
Department Security Officer in fulfilling his/her responsibilities in
granting security clearances under the Personal Security Program of
the Department.
Authority for maintenance of the system:
5 U.S.C. 7312 and 7532 and Executive Order 10450.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to the Office of Personnel Management and/or the Federal
Bureau of Investigation for appropriate investigation; (2) referral to
the agency which conducted the investigation upon the retirement or
transfer of the employee; (3) referral to the General Services
Administration for retirement and/or destruction purposes; (4)
certification of Security Clearances to other Government agencies; (5)
referral to the appropriate agency, whether Federal, State, local or
foreign charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto; (6) referral to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding before
any of the above, of any record within the system which constitutes
evidence in that proceeding, or which is sought in the course of
discovery to the extent that USDA determines that the records are
relevant to the proceedings; (7) Congress for special reports, or to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual; and (8) to security officers of other Federal agencies who
are conducting pre-employment investigations.
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Records are maintained in a locked Lektriever 100 and/or on microfiche
film located in a locked room.
Retrievability:
Records are indexed by name of the employee or applicant.
Safeguards:
As stated above under Storage.
Retention and disposal:
Records are maintained until the employee has retired or transferred
to another Government agency. They are then returned to the agency
that conducted the investigation or retired to the General Services
Administration for destruction under the appropriate destruction
schedule.
System manager(s) and address:
Department Security Officer, U.S. Department of Agriculture,
Washington, DC 20250.
Notification procedure:
Employees may request information from this System from the Department
Security Officer, U.S. Department of Agriculture, under the address
shown above in Location. All requests should include the name of the
requestor, employing agency or agency to where application was made,
address of requestor, location of employing agency, and particular
information requested.
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to and contesting a record in the System which pertains to him/
her by submitting a written request to the office mentioned above.
Contesting record procedures:
Same as Record Access Procedures.
Record source categories:
Information in this system comes from the employee, his or her
references, present and former supervisors, educational institutions,
the Office of Personnel Management, the Federal Bureau of
Investigation, the investigative arms of the various agencies of the
Department of Defense, the investigative arms of other Executive
Departments and Agencies, and various local and state law enforcement
agencies.
USDA/OP-3
System name: Committee Management Records, USDA/OP-3.
System location:
Security, Employee and Labor Relations Staff, Office of Personnel,
Room 16-W, Administration Building, 14th Street and Independence
Avenue, SW, Washington, DC 20250.
Categories of individuals covered by the system:
All members of the advisory committees of the Department of
Agriculture.
Categories of records in the system:
The system consists of information reflecting the name, position
title, address, employer, organization represented, occupation,
occupation or industry code, ethnic affiliation, major sources of
income, date of appointment, and date of appointment expiration.
Authority for maintenance of the system:
Pub. L. No. 92-463 and Title XVIII of Pub. L. No. 95-113.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Information contained in this system may be disclosed: (1) In annual
reports to the General Services Administration, and (2) to members of
the public requesting a list of committee membership from the System
Manager.
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Records are maintained on computer tape and disk storage.
Retrievability:
Records can be retrieved by the individual's name or by the name of
the committee on which he/she serves.
Safeguards:
Records are kept in locked rooms. Information concerning the
individual's name, address, and business are part of statutory reports
and, as such, are public information. All other personal information
is used solely for administrative and/or statistical purposes and is
not released outside the Department.
Retention and disposal:
With the exception of the information contained in the reports
referenced in Safeguards above, records are maintained only as long as
the individual is serving as a member of an advisory committee. They
are then destroyed in conformance with appropriate General Services
Administration retirement and/or destruction schedules. Copies of the
referenced reports are kept six years.
System manager(s) and address:
Director, Office of Personnel, U.S. Department of Agriculture,
Washington, DC 20250.
Record access procedures:
Any individual may obtain information as to the procedure for gaining
access to and contesting a record in the System that pertains to him/
her by submitting a written request to the System Manager. Any
individual may request a listing of the membership of any advisory
committee by requesting it from the address shown above.
Contesting record procedures:
Same as Record access procedures.
Record source categories:
The information contained in this system is obtained from the agency
which is responsible for the support of the advisory committee.
USDA/OP-4
System name: Leave Transfer Records--USDA/OP-4.
System location:
Records for each leave recipient are kept in the Personnel Office of
the recipient's agency. Addresses for these offices are published in
the system of records identified as USDA/OP-1.
Categories of individuals covered by the system:
All current recipient and donor employees who are participating or
have participated in the Department's Voluntary Leave Transfer
Program.
Categories of records in the system:
The system consists of the recipient applications and supporting
documentation, donor applications, periodic reports, as required, from
the leave recipient as to the status of his/her medical emergency, and
any other material associated with the individual case.
Authority for maintenance of the system:
5 U.S.C. 6361, et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses::
There are no routine uses.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in folders in the recipient's personnel office
(refer to USDA/OP-1 for addresses).
Retrievability:
Records are indexed by the name of the recipient.
Safeguards:
Records are kept in locked files in locked offices.
Retention and disposal:
Records are maintained for 3 years after the medical emergency ends or
3 years after the establishment of the file, whichever is later. At
that time, they will be destroyed in conformance with appropriate
General Services Administration retirement and/or destruction
schedules.
System manager(s) and address:
Director, Office of Personnel, U.S. Department of Agriculture,
Washington, DC 20250.
Notification procedure:
Any individual may request information about this system of records,
or information as to whether the System contains records pertaining to
him or her from the System Manager.
Record access procedure:
Any individual may obtain information as to the procedures for gaining
access to and contesting a record in the System that pertains to him
or her by submitting a written request to the System Manager.
Contesting record procedures:
Same as Record access procedures.
Record source categories:
All information in this system comes from employees who have applied
to participate as recipients in the Voluntary Leave Transfer Program
and employees who have applied to donate annual leave to those
recipients.
Packers and Stockyards Administration
Editorial Note: Packers and Stockyards Administration was abolished by
Pub. L. 103-354 and all activities are now performed by the Grain
Inspection, Packers and Stockyards Administration.
USDA/P&SA--1
System name: Packers and Stockyards Administration
Administrative Records, USDA/P&SA.
System location:
Packers and Stockyards Administrative Office, Rm. 3042, South
Building, U.S. Department of Agriculture, Washington, DC 20250, and
the Regional Supervisors in charge of the following regional offices
located at: Rm. 338, 1720 Peachtree Street, NW, Atlanta, Georgia
30309; Turnpike Road, Box 101E, Bedford, Virginia 24523; 208 Livestock
Exchange Building, Denver, Colorado 80216; Rm. 8A36, Federal Building,
819 Taylor Street, Fort Worth, Texas 76102; Suite 24, 537 Turtle
Creek, South Drive, Indianapolis, Indiana 46227; 828 Livestock
Exchange Building, Kansas City, Missouri 64102; Rm. 2W6, 15000
Aviation Boulevard, Lawndale, California 90260; Rm. 459, Federal
Building, 167 North Main Street, Memphis, Tennessee 38103; Rm. 303,
825 Georges Road, North Brunswick, New Jersey 08902; 909 Livestock
Exchange Building, Omaha, Nebraska 68107; 9370 S. W. Greenburg Road,
Suite E, Portland, Oregon 97223; 203 Post Office Building, Box 8,
South St. Paul, Minnesota 55075; and 975 Durkin Drive, Suite G,
Springfield, Illinois 62704.
Categories of individuals covered by the system:
Present employees of the Packers and Stockyards Administration.
Categories of records in the system:
The system includes personnel (personnel record cards reflecting the
name, date of birth, grade, salary, and employment history of present
employees; performance evaluation forms; requests for training
authorizations; recommendations for promotion; copies of personnel
actions; and correspondence relating to individual employees'
conduct), payroll and fiscal data required to meet the needs of P&SA
personnel and fiscal responsibilities.
Authority for maintenance of the system:
5 U.S.C. 301; 7 CFR 2.54.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The data contained in the foregoing records is routinely used to
answer inquiries from agencies considering the employees identified in
the system for employment as well as for credit checks. This
information is also used to initiate requests for investigation of
Packers and Stockyards Administration employees for purposes of
security and conduct. Disclosure may be made to a congressional office
from the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
With the exception of personnel record cards, all of these records are
maintained on paper in file folders at the appropriate addresses
cited.
Retrievability:
All of the records are indexed and retrievable by name of the
individual employees.
Safeguards:
The records are maintained in locked files.
Retention and disposal:
The personnel record cards are maintained until an individual leaves
P&SA. The performance evaluation forms for current employees are
maintained indefinitely. The Time and Attendance reports are
maintained for the current year and three years thereafter for
employees currently on the rolls. Final Time and Attendance reports
are maintained for ten years after the date of separation of the
employees. Travel vouchers, copies of personnel actions, training
documents, and recommendations for promotion are maintained for five
years from the date of submission. Correspondence with respect to
employee conduct is maintained while the employee remains on the
rolls. The administrative officer of the Packers and Stockyards
Administration physically mutilates the records on the scheduled
disposal date and they are thrown away with the agency's waste.
System manager(s) and address:
Administrative Officer, Packers and Stockyards Administration, Rm.
3042, South Building, U.S. Department of Agriculture, Washington, DC
20250, and Regional Supervisors of regional offices at locations
previously specified.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him from the System Manager. Telephone (202-447-7045) or
the appropriate Regional Supervisor. Requests for information
pertaining to an individual should contain: Name, location at which
the individual worked for P&SA and the approximate dates.
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to him by submitting a
written request to the appropriate officials previously specified.
Contesting record procedures:
Use same procedures as for requesting access.
Record source categories:
Information in this system comes primarily from the individuals
concerned, personnel, training, travel and payroll records.
USDA/P&SA-2
System name: Persons Engaged in Business as Livestock Market
Agencies and Dealers under the Provisions of the Packers and
Stockyards Act, USDA/P&SA.
System location:
Financial Protection Branch, Livestock Marketing Division, Packers and
Stockyards Administration, U.S. Department of Agriculture, Washington,
DC 20250. Also files for specific geographical regions maintained in
the thirteen (13) Regional Supervisory Offices of P&SA.
Categories of individuals covered by the system:
Individuals who have applied for registration or are registered as
livestock market agencies and dealers under the Packers and Stockyards
Act.
Categories of records in the system:
The system consists of index cards bearing the names of individuals
who are registered under the provisions of the Act. Also cross-
reference cards bearing the names of individuals who are owners or
officers of registrant firms. From the index cards access may be
gained to other systems of records identified as follows: (1)
Registration Record Cards, (2) Case Record Cards, (3) Bond Claim
Record Cards, (4) Registration Jurisdictional Files, and (5) Stockyard
Jurisdictional Files.
Authority for maintenance of the system:
7 U.S.C. 181 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
To answer inquiries from Federal and State agencies, livestock trade
organizations, and others having a definite and proved interest in
such records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in card file cabinets and file folders at the
applicable address listed above.
Retrievability:
All index cards are maintained in an alphabetical order by name of
registrant and by name of owners or officers of registrant firms.
Safeguards:
Records are kept in locked cabinets under the supervision of competent
personnel.
Retention and disposal:
All files mentioned are maintained during active life of registration.
When rendered inactive records are maintained for a period of two
years in accordance with an approved records disposition schedule.
System manager(s) and address:
Chief, Financial Protection Branch, Livestock Marketing Division,
Packers and Stockyards Administration, USDA, Washington, DC 20250.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him from System Manager, Telephone (202-447-4615 or 16).
A request for information pertaining to an individual should contain
that individual's full name, and current mailing address.
Record access procedures:
Any individual desiring to gain access to a record maintained in the
system which pertains to him may do so by submitting a written request
to the appropriate official referred to in the preceding paragraph.
Contesting record procedures:
Use same procedures as followed in seeking access.
Record source categories:
Information in this system comes primarily from individuals who make
application for registration or who are registered under the Packers
and Stockyards Act, 1921, as amended. A limited amount of information
in the system is obtained from other sources such as corporate surety
companies, persons acting as trustee on bonds or bond equivalents and
Packers and Stockyards Administration, Regional Supervisory personnel.
Office of the Secretary
USDA/SEC--1
System name: Non-Career Applicant File, USDA/SEC.
System location: Office of the Secretary, 14th and Independence Avenue,
SW, Room 202A, Administration Building, Washington, DC 20250
Categories of individuals covered by the system: Individuals who have
applied or have been referred to the Department for non-career
appointments.
Categories of records in the system: Consists of resumes and
correspondence regarding individuals who are generally interested in
non-career appointments, who are candidates for specific
appointments and those who have been appointed.
Authority for maintenance of the system: 5 U.S.C. 3301-3302; 5 CFR part
9.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Referred to agency heads in
anticipation of or in the case of specific non-career vacancies.
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Records maintained in file folders in the Office of the Deputy
Under Secretary, United States Department of Agriculture,
Washington, DC 20250.
Retrievability: Records indexed by name of individual.
Safeguards: Records kept in locked files with a pad locked security
bar.
Retention and disposal: Records more than a year old are usually
disposed of or if an applicant has accepted employment elsewhere,
the files are discarded.
System manager(s) and address: Deputy Under Secretary, Office of the
Secretary, United States Department of Agriculture, Room 202-E,
Administration Building, Washington, DC 20250.
Notification procedure: Any person may request information regarding
this system of records, or information as to whether the system
contains records pertaining to him, from the System Manager. Such
requests should include the name and address of the requester and a
statement of his reasons for believing the system may contain
records about him.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information on this system comes from the
individuals themselves, various federal, state and local
governmental agencies, and persons having knowledge of the
individual's character and capabilities.
Systems exempted from certain provisions of the act: This system has
been exempted pursuant to 5 U.S.C. 552a(k)(5) from the requirements
of 5 USC 552a(c)(3), (d), (e)(l), (e)(4) (G), (H) and (I) and (f),
but only to the extent that disclosure of records contained in the
system would reveal the identity of a source who had furnished
information to the Government under an express promise that the
identity of the source would be held in confidence (or, prior to
September 27, 1975, under an implied promise the identity of the
source would be held in confidence). See 7 CFR 1.123. If such
promise of confidentiality could not be made, the Department's
ability to obtain candid evaluations of persons being considered for
appointment to non-career positions would be greatly impaired. This
exemption enables the Department to obtain needed information when
the source will not provide it unless he has promised that his
identity will be kept confidential.
Soil Conservation Service
Editorial Note: Soil Conservation Service was abolished by Pub. L.
103-354 and all activities are now performed by the Natural Resources
and Conservation Service.
USDA/SCS-1
System name: Program Cooperators--Soil Conservation Service,
USDA/SCS.
System location:
All field offices of the Soil Conservation Service, usually located in
county seats of government. Addresses of each field office are listed
in the telephone directories of the field office locations under the
heading, ``United States Government, Department of Agriculture, Soil
Conservation Service.''
Categories of individuals covered by the system:
Cooperators with SCS programs including soil and water conservation
district cooperators.
Categories of records in the system:
The system consists of an automated retrieval system and file folders
on individual cooperators recording the planning, development, and
accomplishments of the plan on his or her land. These files contain
personal and economic data.
Authority for maintenance of the system:
16 U.S.C. 590 a-f, q, q-1 and 42 U.S.C. 3271-3274
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Records may be disclosed to cooperating Federal, State, and local
agencies, as necessary for implementation of conservation programs.
(2) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual. (3) Disclosure to
Federal, State, and local agencies, when necessary to certify that a
conservation plan is in effect for land users to qualify for other
USDA program benefits. (4) Referral to the Department of Justice when
(a) the agency, or any component thereof; or (b) any employee of the
agency in his or her official capacity; or (c) any employee of the
agency in his or her individual capacity where the Department of
Justice has agreed to represent the employee; or (d) the United
States, where the agency determines that litigation is likely to
affect the agency or any of its components, is a party to litigation
or has an interest in such litigation, and the use of such records by
the Department of Justice is deemed by the agency to be relevant and
necessary to the litigation, provided, however, that in each case, the
agency determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected. (5)
Disclosure in a proceeding before a court or adjudicative body before
which the agency is authorized to appear, when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the agency has agreed to represent the
employee; or (d) the United States, where the agency determines that
litigation is likely to affect the agency or any of its components, is
a party to litigation or has an interest in such litigation, and the
agency determines that use of such records is relevant and necessary
to the litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of the
information contained in the records that is compatible with the
purpose for which the records were collected. (6) Referral to the
appropriate agency, whether Federal, State, local, or foreign, charged
with the responsibility of investigating or prosecuting a violation of
law, or of enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by rule,
regulation, or order issued pursuant thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on magnetic media in an automated retrieval
system and in file folders in field offices.
Retrievability:
Records can be retrieved by name of cooperator, operator unit
identification number, location code, farm type, soil survey area,
soil conservation district code, resource management systems and
practices, and contract information.
Safeguards:
System access is restricted to authorized Soil Conservation Service
employees and conservation district employees. The automated data
retrieval system is secured by a series of restricted user passwords.
Manual files are maintained in file cabinets. Offices are locked
during non-business hours.
Retention and disposal:
Records are maintained as long as land remains in agricultural uses.
System manager(s) and address:
District conservationists or other designees in charge of field
offices. Addresses of each field office are listed in the telephone
directories of the field office locations under ``United States
Government, Department of Agriculture, Soil Conservation Service.''
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him by contacting the respective district
conservationist or other designee. If the specific location of the
record is not known, the individual should address his request to the
Chief, Records Management Branch, Information Resources Management
Division, USDA Soil Conservation Service, PO Box 2890, Washington, DC
20013, who will refer it to the appropriate field office. A request
for information pertaining to an individual should contain: Name,
address, and particulars involved (i.e., name or nature of program,
name of cooperating body, etc.)
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to him by submitting a
written request to the district conservationist or his designated
representative or to the Chief, Records Management Branch, USDA-SCS,
Washington, DC 20013.
Contesting record procedures:
Any individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to him by submitting a
written request to the District Conservationist or his designated
representative or to the Chief, Records Management Branch, USDA-SCS,
Washington, DC 20013.
Record source categories:
Information in this system comes from land users (cooperators) and SCS
technicians who develop and manage plans with them.
USDA/SCS-2
System name: Volunteers--Soil Conservation Service, USDA/SCS.
System location:
All offices of the Soil Conservation Service. Addresses of Soil
Conservation Service offices are listed in the telephone directories
under the heading, ``United States Government, Department of
Agriculture, Soil Conservation Service.''
Categories of individuals covered by the system:
Individuals who volunteer to serve the Soil Conservation Service.
Categories of records in the system:
The system consists of an automated retrieval system and file folders
on individual volunteers which record information on the volunteers
and their positions and hours worked. These files contain personal
data including names, home addresses, home telephone numbers, Social
Security Account numbers, education level, driver's license, emergency
data, duty station, previous occupation, skills, interests, job
titles, dates of service, hours worked, work performed, performance
evaluation data, and reason for separation.
Authority for maintenance of the system:
Title 7, U.S. Code, Section 2272, authorizes USDA to utilize
volunteers to carry out soil and water conservation work.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records and data may be disclosed, as is necessary: (1) To Members of
Congress to respond to inquiries made on behalf of individual
constituents who are record subjects; (2) to the Department of Justice
when: (a) The agency, or any component thereof; or (b) an employee of
the agency in his or her official capacity; or (c) any employee of the
agency in his or her individual capacity where the Department of
Justice has agreed to represent the employee; or (d) the United
States, where the agency determines that litigation is likely to
affect the agency or any of its components, is a party to litigation
or has an interest in such litigation, and the use of such records by
the Department of Justice is deemed by the agency to be relevant and
necessary to the litigation, provided, however, that in each case, the
agency determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected; (3)
in a proceeding before a court or adjudicative body before which the
agency is authorized to appear when: (a) The agency, or any component
thereof; or (b) any employee of the agency in his or her official
capacity; or (c) any employee of the agency in his or her individual
capacity where the agency has agreed to represent the employee; or (d)
the United States, where the agency determines that litigation is
likely to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the agency
determines that use of such records is relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of the
information contained in the records that is compatible with the
purpose for which the records were collected; (4) in the event that
material in this system indicates a violation of law, whether civil or
criminal or regulatory in nature, and whether arising by general
statute, or by regulation, rule, or order issued pursuant thereto, the
relevant records may be disclosed to the appropriate Federal, State,
foreign or local agency charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing the statute, or rule, regulation, or order issued
pursuant thereto.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained in an automated database retrieval system and
in file folders in the offices in which volunteers work.
Retrievability:
Records are retrieved by name of volunteer, Social Security Account
Number, and duty station.
Safeguards:
System access is restricted to authorized Soil Conservation Service
employees. The automated data retrieval system is secured by a series
of restricted user passwords. Manual files are maintained in file
cabinets. Offices are locked during nonbusiness hours.
Retention and disposal:
Records are maintained in the system for as long as the individual
volunteer works for the agency. Upon termination, records of hours
worked are transferred to the National Finance Center in New Orleans,
to provide the individual credit for the work experience.
System manager(s) and address:
The system is managed by the Coordinator of Volunteer Services, Judith
K. Johnson, 7515 NE Ankeny Road, Ankeny, Iowa 50021.
Notification procedure:
Any individual may request information regarding this system of
records by contacting the state volunteer program coordinator. For
general information regarding the system or if the location of the
record is not known with sufficient specificity, the individual should
address his request to the Chief, Records Management Branch,
Information Resources Management Division, USDA Soil Conservation
Service, PO Box 2890, Washington, DC 20013, who will refer it to the
appropriate office.
Record access procedures:
Any individual may obtain information as to the procedures for gaining
access to a record in the system which pertains to him by submitting a
written request to the above-named system manager or to the Chief,
Records Management Branch, USDA-SCS, Washington, DC 20013.
Contesting record procedures:
All inquiries should be addressed to the Chief, Records Management
Branch, USDA-SCS, Washington, DC 20013.
Record source categories:
Information in this system is supplied by the volunteers themselves,
using application forms and interest and skills questionnaires
approved for this use. Information on hours worked is provided by the
volunteers through their direct supervisors.
USDA/SCS--3
System name: Federal Financed Cost-Sharing Information
Applicable to Individual Particpants in USDA--Soil Conservation
Service (SCS) Programs.
System location: Records in this system are maintained at the Soil
Conservation Service. Headquarters in Washington, DC and in the
ComputerCenters located at the National Finance Center, New Orleans,
Louisiana, SCS Technical Service Center, Fort Worth, Texas, and USDA
Computer Centers located in Washington, DC, Fort Collins, Colorado,
and Kansas City, Missouri.
Categories of individuals covered by the system: Volunteer participants,
namely landowners and operators in conservation programs
administered by the Soil Conservation Service where federally
financed cost sharing is involved. The programs are the Great Plains
Conservation Program, Small Watershed Program, Rural Abandoned Mine
Program, and Resource Conservation and Development Program.
Categories of records in the system: Computer data cards, tapes,
computer printouts, and hard copies of records. these records
include name, address, social security number, SCS program, and
amount of payment by program.
Authority for maintenance of the system: Soil Conservation Act, Pub. L.
74-46, 49 Stat. 163, (16 U.S.C. 590a-f, q); Resource Conservation
and Development Program, Pub. L. 87-703, as amended (7 U.S.C. 1010-
1011); Small Watershed Program, Pub. L. 83-566, 68 Stat. 666, as
amended (16 U.S.C. 1001-1009); Rural Abandoned Mine Program, Pub. L.
95-87, 91 Stat. 163 (16 U.S.C. 590 a-f, q); Great Plains
Conservation Program, Pub. L. 84-1021, 70 Stat. 1115, as amended (16
U.S.C. 590 p(b)); and related laws 42 U.S.C. 3271-3274.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Report to Internal Revenue
Service (IRS) of payments made to individual participants for income
tax purposes. Also used by authorized USDA personnel for budget
estimates and program cost data.
Disclosure of data to IRS is in accordance with the Internal Revenue
Act of 1954 (26 U.S.C. 6041) as amended.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
By individual on keypunched cards or magnetic tapes for computers.
Retrievability: Names and addresses of the individuals are kept for
reports to the Internal Revenue Service. Record material will be
retrieved by name, social security number, and program applicable.
Safeguards: Locked file cabinets, locked computer storage rooms, and
locked computer terminal rooms. Access to records is in accordance
with USDA ADP security plan as supplemented by SCS.
Retention and disposal: Maintained indefinitely on a currently updated
basis.
System manager(s) and address: Chief, Management Systems Branch,
Management Evaluation Division, Soil Conservation Service, PO Box
2890, Washington, DC 20013.
Notification procedure: Any Soil Conservation Service officer from which
the individual participant has received technical assistance for
implementation of a conservation plan required for Federal cost-
sharing financial assistance will receive requests for information
regarding the system of records. Identifying information should be
made by individual names, social security number, address, contract
or agreement number, and program involved.
Record access procedures: To obtain information for obtaining access to
the system of records, write to the system manager listed above.
Contesting record procedures: Use the same procedures as for records
access.
Record source categories: Participants voluntarily ask for Federal
financial cost-share assistance to apply needed conservation
treatment or practices to lands owned or operated by the individual
particpant. Such cost-sharing data is needed for Federal income tax
information as it applies to the year and income of the participant
using the programs.
PRIVACY ACT RULES
AGRICULTURE DEPARTMENT
Title 7-Agriculture
Subtitle A-Office of the Secretary of Agriculture
PART 1--ADMINISTRATIVE REGULATIONS
Subpart G--Privacy Act Regulations
Sec.
1.110 Purpose and scope.
1.111 Definitions.
1.112 Procedures for requests pertaining to individual records in a
record system.
1.113 Times, places, and requirements for identification of individuals
making requests.
1.114 Disclosure of requested information to individuals.
1.115 Special procedures: medical records.
1.116 Request for correction or amendment to record.
1.117 Agency review of request for correction or amendment of record.
1.118 Appeal of initial adverse agency determination on correction or
amendment.
1.119 Disclosure of record to person other than the individual to whom
it pertains.
1.120 Fees.
1.121 Penalties.
1.122 General exemptions.
1.123 Specific exemptions.
Appendix A--Internal Directives
Subpart G--Privacy Act Regulations
Authority: 5 U.S.C. 552a.
Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.
Sec. 1.110 Purpose and scope.
This subpart contains the regulations of the U.S. Department of
Agriculture (USDA) implementing the Privacy Act of 1974 (5 U.S.C. 552a).
It sets forth the basic responsibilities of each agency of USDA with
regard to USDA's compliance with the requirements of the Act, and offers
guidance to members of the public who wish to exercise any of the rights
established by the Act with regard to records maintained by an agency of
USDA.
Sec. 1.111 Definitions.
For purposes of this subpart the terms ``individual,'' ``maintain,''
``record,'' ``system of records,'' ``statistical record,'' and ``routine
use'' shall have the meanings set forth in 5 U.S.C. 552a(a). The term
``agency'' shall mean an agency of USDA, unless otherwise indicated.
Sec. 1.112 Procedures for requests pertaining to individual records
in a record system.
(a) Any individual who wishes to be notified if a system of records
maintained by an agency contains any record pertaining to him, or to
request access to such records, shall submit a written request in
accordance with the instructions set forth in the system notice for that
system of records. This request shall include:
(1) The name of the individual making the request;
(2) The name of the system of records (as set forth in the system
notice to which the request relates);
(3) Any other information specified in the system notice; and
(4) When the request is one for access, a statement as to whether the
requester desires to make a personal inspection of the records, or be
supplied with copies by mail.
(b) Any individual whose request under paragraph (a) of this section
is denied may appeal that denial to the head of the agency which
maintains the system of records to which the request relates.
(c) In the event that an appeal under paragraph (b) of this section is
denied, the requester may bring a civil action in federal district court
to seek review of the denial.
Sec. 1.113 Times, places, and requirements for identification of
individuals making requests.
(a) If an individual submitting a request for access under Sec. 1.112
has asked that an agency authorize a personal inspection of records
pertaining to him, and the agency has granted that request, the
requester shall present himself at the time and place specified in the
agency's response or arrange another, mutually convenient, time with the
appropriate agency official.
(b) Prior to inspection of the records, the requester shall present
sufficient identification (e.g., driver's license, employee
identification card, social security card, credit cards) to establish
that he is the individual to whom the records pertain. If the requester
is unable to provide such identification, he shall complete and sign in
the presence of an agency official a signed statement asserting his
identity and stipulating that he understands that knowingly or willfully
seeking or obtaining access to records about another individual under
false pretenses is a misdemeanor punishable by fine up to $5,000. No
identification shall be required, however, when the records are ones
whose disclosure is required by 5 U.S.C. 552.
(c) Any individual who has requested access to records about him via
personal inspection, and who wishes to have another person or persons
accompany him during this inspection, shall submit a written statement
authorizing disclosure of the record in their presence.
(d) Any individual having made a personal inspection of records
pertaining to him may request the agency to provide him copies of those
records or any portion thereof. Each agency shall grant such requests
but may charge fees in accordance with Sec. 1.120.
(e) If an individual submitting a request for access under Sec. 1.112
wishes to be supplied with copies of the records by mail, he shall
include with his request sufficient data for the agency to verify his
identity. If the sensitivity of the records warrant it, however, the
agency to which the request is directed may require the requester to
submit a signed, notarized statement indicating that he is the
individual to whom the records pertain and stipulating he understands
that knowingly or willfully seeking or obtaining access to records about
another individual under false pretenses is a misdemeanor punishable by
fine up to $5,000. No identification shall be required, however, when
the records are ones whose disclosure is required by 5 U.S.C. 552. If
the agency to which this request is directed determines to grant the
requested access, it may charge fees in accordance with Sec. 1.120
before making the necessary copies.
Sec. 1.114 Disclosure of requested information to individuals.
(a) Any agency which receives a request or appeal under Sec. 1.112
should acknowledge the request or appeal within 10 days of its receipt
(excluding Saturdays, Sundays, and legal public holidays). Wherever
practicable, the acknowledgment should indicate whether or not access
will be granted and, if so, when and where. When access is to be
granted, the agency should provide the access within 30 days of receipt
of the request or appeal (excluding Saturdays, Sundays and legal public
holidays) unless, for good cause shown, it is unable to do so. If the
agency is unable to meet this deadline, it shall inform the requester of
this fact, the reasons for its inability to do so, and an estimate of
the date on which access will be granted.
(b) Nothing in 5 U.S.C. 552a or this subpart shall be interpreted to
require that an individual making a request under Sec. 1.112 be granted
access to the physical record itself. The form in which a record is kept
(e.g., on magnetic tape), or the content of the record (e.g., a record
indexed under the name of the requester may contain records which are
not about the requester) may require that the record be edited or
translated in some manner. Neither of these procedures may be utilized,
however, to withhold information in a record about the requester.
(c) No agency shall deny any request under Sec. 1.112 for information
concerning the existence of records about the requester in any system of
records it maintains, or deny any request for access to records about
the requester in any system of records it maintains, unless that system
is exempted from the requirements of 5 U.S.C. 552a(d) in Sec. 1.123.
(d) If any agency receives a request pursuant to Sec. 1.112(a) for
access to records in a system of records it maintains which is so
exempted, the system manager shall determine if the exemption is to be
asserted. If he determines to deny the request, he shall inform the
requester of that determination, the reason for the determination, and
the title and address of the agency head to whom the denial can be
appealed.
(e) If the head of an agency determines that an appeal pursuant to
Sec. 1.112(b) is to be denied, he shall inform the requester of that
determination, the reason therefor, and his right under 5 U.S.C. 552a(g)
to seek judicial review of the denial in federal district court.
(f) Nothing in 5 U.S.C. 552a or this subpart shall allow an individual
access to any information compiled in reasonable anticipation of a civil
action or proceeding.
Sec. 1.115 Special procedures: Medical records.
In the event an agency receives a request pursuant to Sec. 1.112 for
access to medical records (including psychological records) whose
disclosure it determines would be harmful to the individual to whom they
relate, it may refuse to disclose the records directly to the requester
but shall transmit them to a doctor designated by that individual.
Sec. 1.116 Request for correction or amendment to record.
(a) Any individual who wishes to request correction or amendment of
any record pertaining to him contained in a system of records maintained
by an agency shall submit that request in writing in accordance with the
instructions set forth in the system notice for that system of records.
This request shall include:
(1) The name of the individual making the request;
(2) The name of the system of records (as set forth in the system
notice to which the request relates);
(3) A description of the nature (e.g., modification, addition or
deletion) and substance of the correction or amendment requested; and
(4) Any other information specified in the system notice.
(b) Any individual submitting a request pursuant to paragraph (a) of
this section shall include sufficient information in support of that
request to allow the agency to which it is addressed to apply the
standards set forth in 5 U.S.C. 552(e) (1) and (5).
(c) Any individual whose request under paragraph (a) of this section
is denied may appeal that denial to the head of the agency which
maintains the system of records to which the request relates.
(d) In the event that an appeal under paragraph (c) of this section is
denied, the requester may bring a civil action in federal district court
to seek review of the denial.
Sec. 1.117 Agency review of request for correction or amendment of
record.
(a) Any agency which receives a request for amendment or correction
under Sec. 1.116 shall acknowledge that request within 10 days of its
receipt (excluding Saturdays, Sundays and legal public holidays). It
shall also promptly, either:
(1) Make any correction, deletion or addition with regard to any
portion of a record which the requester believes is not accurate,
relevant, timely or complete; or
(2) Inform the requester of its refusal to amend the record in
accordance with his request; the reason for the refusal; the procedures
whereby he can appeal the refusal to the head of the agency; and the
title and business address of that official. If the agency informs the
requester of its determination within the 10-day deadline, a separate
acknowledgement is not required.
(b) If an agency is unable to comply with either paragraphs (a)(1) or
(2) of this section within 30 days of its receipt of a request for
correction or amendment, (excluding Saturdays, Sundays and legal public
holidays), it should inform the requester of that fact, the reasons
therefor, and the approximate date on which a determination will be
reached.
(c) In conducting its review of a request for correction or amendment,
each agency shall be guided by the requirements of 5 U.S.C. 552a(e) (1)
and (5).
(d) If an agency determines to grant all or any portion of a request
for correction or amendment, it shall:
(1) Advise the individual of that determination;
(2) Make the requested correction or amendment; and
(3) Inform any person or agency outside USDA to whom the record has
been disclosed, and where an accounting of that disclosure is maintained
in accordance with 5 U.S.C. 552a(c), of the occurrence and substance of
the correction or amendments.
(e) If an agency determines not to grant all or any portion of a
request for correction or amendment, it shall:
(1) Comply with paragraph (d) of this section with regard to any
correction or amendment which is made;
(2) Advise the requester of its determination and the reasons
therefor;
(3) Inform the requester that he may appeal this determination to the
head of the agency which maintains the system of records; and
(4) Describe the procedures for making such an appeal, including the
title and business address of the official to whom the appeal is to be
addressed.
(f) In the event that an agency receives a notice of correction or
amendment to information in a record contained in a system of records
which it maintains, it shall comply with paragraphs (d) (2) and (3) of
this section in the same manner as if it had made the correction or
amendment itself.
Sec. 1.118 Appeal of initial adverse agency determination on
correction or amendment.
(a) Any individual whose request for correction or amendment under
Sec. 1.116 is denied, and who wishes to appeal that denial, shall
address such appeal to the head of the agency which maintains the system
of records to which the request relates, in accordance with the
procedures set forth in the agency's initial denial of the request.
(b) The head of each agency shall make a final determination with
regard to an appeal submitted under paragraph (a) of this section not
later than 30 days (excluding Saturdays, Sundays, and legal public
holidays) from the date on which the individual requests a review,
unless, for good cause shown, the head of the agency extends this 30-day
period and so notifies the requester, together with an estimate of the
date on which a final determination will be made. Such extension should
be utilized only in exceptional circumstances and should not normally
exceed 30 days. The delegation of authority set forth in this paragraph
may not be redelegated.
(c) In conducting his review of an appeal submitted under paragraph
(a) of this section, the head of an agency shall be guided by the
requirements of 5 U.S.C. 552a(e)(1) and (5).
(d) If the head of an agency determines to grant all or any portion of
an appeal submitted under paragraph (a) of this section, he shall inform
the requester and the agency shall comply with the procedures set forth
in Sec. 1.117(d)(2) and (d)(3).
(e) If the head of an agency determines in accordance with paragraph
(c) of this section not to grant all or any portion of an appeal
submitted under paragraph (a) of this section, he shall inform the
requester:
(1) Of this determination and the reasons therefore;
(2) Of the requester's right to file a concise statement of his
reasons for disagreeing with the agency's decision;
(3) Of the procedures for filing such a statement of disagreement;
(4) That such statements of disagreements will be made available to
anyone to whom the record is subsequently disclosed, together with (if
the agency deems it appropriate) a brief statement by the agency
summarizing its reasons for refusing to amend the record;
(5) That prior recipients of the disputed record will be provided with
a copy of the statement of disagreement, together with (if the agency
deems it appropriate) a brief statement of the agency's reasons for
refusing to amend the record, to the extent that an accounting of
disclosures is maintained under 5 U.S.C. 552a(c); and
(6) Of the requester's right to seek judicial review of the agency's
determination in accordance with 5 U.S.C. 552a(g). The agency shall
insure that any statements of disagreement submitted by a requester are
handled in accordance with paragraphs (e)(4) and (5) of this section.
Sec. 1.119 Disclosure of record to person other than the individual
to whom it pertains.
No agency shall disclose any record which is contained in a system of
records it maintains, by any means of communication to any person, or to
another agency outside USDA, except pursuant to a written request by, or
with the prior written consent of, the individual to whom the record
pertains, unless the disclosure is authorized by one or more provisions
of 5 U.S.C. 552a(b).
Sec. 1.120 Fees.
Any agency which provides copies of records pursuant to a request
under this subpart may charge fees for the direct costs of producing
such copies in accordance with appendix A to subpart A of this part. No
agency, however, shall charge any fee for searches necessary to locate
records. Nor shall an agency charge any fees for copies or searches,
when the requester sought to make a personal inspection but was provided
copies instead at the discretion of the agency.
Sec. 1.121 Penalties.
The criminal penalties which have been established for violations of
the Privacy Act of 1974 are set forth in 5 U.S.C. 552a(i). These
penalties are applicable to any officer or employee of an agency who
commits any of the enumerated acts. These penalties also apply to
contractors and employees of such contractors who enter into contracts
with an agency of USDA on or after September 27, 1975, and who are
considered to be employees of the agency within the meaning of 5 U.S.C.
552a(m).
Sec. 1.122 General exemptions.
Pursuant to 5 U.S.C. 552a(j), and for the reasons set forth in 54 FR
11204-11206 (March 17, 1989), the systems of records (or portions
thereof) maintained by agencies of USDA identified below are exempted
from the provisions of 5 U.S.C. 552a, except subsections (b), (c)(1) and
(2), (e)(4)(A) through (F), (e)(6), (7), (9), (10), and (11), and (i).
Office of Inspector General, Intelligence Records, USDA/OIG-2.
Investigative Files and Subject/Title Index, USDA/OIG-3.
[54 FR 39517, Sept. 27, 1989]
Sec. 1.123 Specific exemptions.
Pursuant to 5 U.S.C. 552a(k), the systems of records (or portions
thereof) maintained by agencies of USDA identified below are exempted
from the provisions of 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H)
and (I), and (f). The reasons for exempting each system are set out in
the notice for that system published in the Federal Register.
Agricultural Marketing Service
AMS Office of Compliance Review Cases, USDA/AMS-11.
Agricultural Stabilization and Conservation Service
EEO Complaints and Discrimination Investigation Reports, USDA/ASCS-12.
Investigation and Audit Reports, USDA/ASCS-18.
Producer Appeals, USDA/ASCS-21.
Animal and Plant Health Inspection Service
Plant Protection and Quarantine Program--Regulatory Actions, USDA/
APHIS-1.
Veterinary Services Programs--Records of Accredited Veterinarians,
USDA/APHIS-2.
Veterinary Services Programs--Animal Quarantine Regulatory Actions,
USDA/APHIS-3.
Veterinary Services Programs--Animal Welfare and Horse Protection
Regulatory Actions, USDA/APHIS-4.
Farmers Home Administration
Credit Report File, USDA/FmHA-3.
Federal Grain Inspection Service
Investigations Undertaken by the Government Pursuant to the United
States Grain Standards Act of 1976, as amended, or the Agricultural
Marketing Act of 1946, as amended, USDA/FGIS-2.
Federal Crop Insurance Corporation
FCIC Compliance Review Cases, USDA/FCIC-2.
Food and Nutrition Service
Civil Rights Complaints and Investigations, USDA/FNS-1.
Claims Against Food Stamp Recipients, USDA/FNS-3.
Investigations of Fraud, Theft, or Other Unlawful Activities of
Individuals Involving Food Stamps, USDA/FNS-5.
Food Safety and Inspection Service
Meat and Poultry Inspection Program--Slaughter, Processing and Allied
Industries Compliance Records System, USDA/FSIS-1.
Forest Service
Law Enforcement Investigation Records, USDA/FS-33.
Office of the General Counsel
Regulatory Division
Cases by the Department under the Federal Meat Inspection Act, the
Poultry Products Inspection Act, and the voluntary inspection and
certification provisions of the Agricultural Marketing Act of 1946,
USDA/OGC-6.
Cases by the Department under the Human Methods of Livestock Slaughter
Law (i.e., the Act of August 27, 1958), USDA/OGC-7.
Cases by the Department under the 28 Hour Law, as amended, USDA/OGC-8.
Cases by the Department under the various Animal Quarantine and
related laws, USDA/OGC-9.
Cases by the Department under the various Plant Protection Quarantine
and related laws, USDA/OGC-10.
Cases by the Department under Horse Protection Act of 1970, USDA/OGC-
41.
Cases by the Department under the Laboratory Animal Welfare Act, USDA/
OGC-42.
Community Development Division
Community Development Division Litigation, USDA/OGC-11.
Farmers Home Administration (FmHA) General Case Files, USDA/OGC-12.
Food and Nutrition Division
Claims by and against USDA under the Food Assistance Legislation,
USDA/OGC-13.
Perishable Agricultural Commodities, USDA/OGC-14.
Foreign Agriculture and Commodity Stabilization Division
Agricultural Stabilization and Conservation Service (ASCS), Foreign
Agricultural Service (FAS), and Commodity Credit Corporation Cases,
USDA/OGC-15.
Federal Crop Insurance Corporation (FCIC) Cases, USDA/OGC-16.
Administrative proceedings brought by the Department, court cases in
which the government is plaintiff and court cases in which the
government is a defendant brought pursuant to the United States
Warehouse Act, USDA/OGC-43.
Marketing Division
Administrative proceedings brought by the Department pursuant to the
Plant Variety Protection Act, the Federal Seed Act, or the Agricultural
Marketing Act of 1946, USDA/OGC-18.
Cases brought by the Government pursuant to the Cotton Future
provisions of the Internal Revenue Code of 1954, USDA/OGC-22.
Court cases brought by the Government pursuant to either the
Agricultural Marketing Act of 1946 or the Tobacco Inspection Act, USDA/
OGC-24.
Court cases brought by the Government pursuant to either the
Agricultural Marketing Agreement Act of 1937, as amended, or the Anti-
Hog-Cholera Serum and Hog Cholera Virus Act, USDA/OGC-25.
Court cases brought by the Government pursuant to either the Cotton
Research and Promotion Act, Potato Research and Promotion Act, the Egg
Research and Consumer Information Act, USDA/OGC-26.
Court cases brought by the Government pursuant to either the Export
Apple and Pear Act or the Export Grape and Plum Act, USDA/OGC-27.
Court cases brought by the Government pursuant to either the Cotton
Statistics and Estimates Act of 1927 or the United States Cotton
Standards Act, USDA/OGC-28.
Court cases brought by the Government pursuant to either the Naval
Stores Act, or the Tobacco Seed and Plant Exportation Act, USDA/OGC-29.
Court cases brought by the Government pursuant to either the Peanut
Statistics Act or the Tobacco Statistics Act, USDA/OGC-30.
Court cases brought by the Government pursuant to either the Plant
Variety Protection Act of the Egg Products Inspection Act, USDA/OGC-31.
Court cases brought by the Government pursuant to either the Produce
Agency Act, or the Process of Renovated Butter Provisions of the
Internal Revenue Code of 1954, USDA/OGC-32.
Court cases brought by the Government pursuant to either the United
States Grain Standards Act or the Federal Seed Act, USDA/OGC-33.
Court cases brought by the Government pursuant to the Agricultural
Fair Practices Act, USDA/OGC-34.
Cases by and against the Department under the Virus-Serum Toxin Act,
USDA/OGC-44.
Packers and Stockyards Division
Packers and Stockyards Act, Administrative Cases, USDA/OGC-69.
Packers and Stockyards Act, Civil and Criminal Cases, USDA/OGC-70.
Research and Operations Division
Personnel Irregularities, USDA/OGC-75.
Office of Inspector General
Intelligence Records, USDA/OIG-2.
Investigative Files and Subject/Title Index, USDA/OIG-3.
Office of the Secretary
Non-Career Applicant File, USDA/SEC-1.
[40 FR 45103, Sept. 30, 1975, as amended at 41 FR 22333, June 3, 1976;
53 FR 5659, Feb. 29, 1988; 54 FR 5073, Feb. 1, 1989; 55 FR 41179, Oct.
10, 1990]
Appendix A--Internal Directives
Section 1 General Requirements. Each agency that maintains a system of
records subject to 5 U.S.C. 552a and the regulations of this subpart
shall:
(a) Maintain in its records only such information about an individual
as is relevant and necessary to accomplish a purpose of the agency
required to be accomplished by statute or by executive order of the
President;
(b) Collect information to the greatest extent practicable directly
from the subject individual when the information may result in adverse
determinations about an individual's rights, benefits, and privileges
under Federal programs;
(c) Inform each individual whom it asks to supply information, on the
form which it uses to collect the information, or on a separate form
that can be retained by the individual:
(1) The authority (whether granted by statute, or by executive order
of the President) which authorizes the solicitation of the information
and whether disclosure of such information is mandatory or voluntary;
(2) The principal purpose or purposes for which the information is
intended to be used;
(3) The routine uses which may be made of the information, as
published pursuant to paragraph (d)(4) of this section; and
(4) The effects on him, if any, of not providing all or any part of
the requested information;
(d) Subject to the provisions of section 2 of this Appendix, prepare
for publication in the Federal Register at least annually a notice of
the existence and character of each system it maintains, which notice
shall include:
(1) The name and location(s) of the system;
(2) The categories of individuals on whom records are maintained in
the system;
(3) The categories of records maintained in the system;
(4) Each routine use of the records contained in the system, including
the categories of uses and the purpose of such use;
(5) The policies and practices of the agency regarding storage,
retrievability, access controls, retention, and disposal of the records;
(6) The title and business address of the agency official who is
responsible for the system of records;
(7) The agency procedures whereby an individual can be notified at his
request if the system of records contains a record pertaining to him;
(8) The agency procedures whereby an individual can be notified at his
request how he can gain access to any record pertaining to him contained
in the system of records, and how he can contest its content; and
(9) The categories of sources of records in the system;
(e) Maintain all records which are used by the agency in making any
determination about any individual with such accuracy, relevance,
timeliness, and completeness as is reasonably necessary to assure
fairness to the individual in the determination;
(f) Prior to disseminating any record about an individual to any
person other than an agency, unless the dissemination is made pursuant
to 5 U.S.C. 552a(b)(2), make reasonable efforts to assure that such
records are accurate, complete, timely, and relevant for agency
purposes;
(g) Maintain no record describing how any individual exercises rights
guaranteed by the First Amendment unless expressly authorized by statute
or by the individual about whom the record is maintained, or unless
pertinent to and within the scope of an authorized law enforcement
activity;
(h) Make reasonable efforts to serve notice on an individual when any
record on such individual is made available to any person under
compulsory legal process when such process becomes a matter of public
record;
(i) Establish rules of conduct for persons involved in the design,
development, operation, or maintenance of any system of records, or in
maintaining any record, and instruct each such person with respect to
such rules and the requirements of this section, including any other
rules and procedures adopted pursuant to this section and the penalties
for noncompliance;
(j) Establish appropriate administrative, technical, and physical
safeguards to insure the security and confidentiality of records and to
protect against any anticipated threats or hazards to their security or
integrity which could result in substantial harm, embarrassment,
inconvenience, or unfairness to any individual on whom information is
maintained.
Sec. 2 Amendment of routine uses for an existing system of records, or
establishment of a new system of records.
(a) Any agency which intends to add a routine use, or amend an
existing one, in a system of records it maintains, shall, in accordance
with 5 U.S.C. 552a(e)(11), insure that 30 days advance notice of such
action is given by publication in the Federal Register and an
opportunity provided for interested persons to submit written data,
views or arguments to the agency.
(b) Any agency which intends to establish a new system of records, or
to alter any existing system of records, shall insure that adequate
advance notice is provided to Congress and the Office of Management and
Budget to permit an evaluation of the probable or potential effect of
such action on the privacy and other personal or property rights of
individuals or the disclosure of information relating to such
individuals, and its effect on the preservation of the constitutional
principles of federalism and separation of powers. Such notice is
required for any new system of records and for any alteration in an
existing one which will:
(1) Increase the number or types of individuals on whom records are
maintained;
(2) Expand the type or amount of information maintained;
(3) Increase the number or categories of agencies or other persons who
may have access to those records;
(4) Alter the manner in which the records are organized so as to
change the nature or scope of those records (e.g., the combining of two
or more existing systems);
(5) Modify the way the system operates at its location(s) in such a
manner as to alter the procedures which individuals can exercise their
rights under this Subpart; or
(6) Change the equipment configuration on which the system is operated
so as to create the potential for greater access (e.g., adding a
telecommunications capability).
Sec. 3 Accounting of Certain Disclosures. Each agency, with respect to
each system of records under its control, shall:
(a) Except for disclosures made under 5 U.S.C. 552a(b) (1) and (2),
keep an accurate account of:
(1) The date, nature, and purpose of each disclosure of a record to
any person or agency outside the Department; and
(2) The name and address of the person or agency to whom the
disclosure is made;
(b) Retain the accounting made under paragraph (a) of this section for
the longer of a period of five years, after the date of the disclosure
for which the accounting is made, or the life of the record disclosed;
(c) Except for disclosures made under 5 U.S.C. 552a(b)(7), make the
accounting above available to the individual named in the record at his
request.
Sec. 4 Government Contractors. When an agency within the Department
provides by a contract for the operation by or on behalf of the agency
of a system of records to accomplish an agency function, the agency
shall, consistent with its authority, cause the requirements of this
Subpart to be applied to such system. For purposes of 5 U.S.C. 552a(i)
any such contractor or any employee of such contractor, if such contract
is agreed to on or after September 27, 1975, shall be considered to be
an employee of an agency and therefore subject to the criminal penalties
set forth in that section.
Sec. 5 Mailing Lists. No agency within the Department shall sell or
rent any individual's name and address unless such action is
specifically authorized by law. This section shall not be construed to
require, or to authorize, the withholding of names and addresses whose
disclosure is required by 5 U.S.C. 552.
Sec. 6 Social security account numbers. (a) No agency shall deny, or
permit any State or local government with whom it is involved in a
cooperative venture to deny, to any individual any right, benefit, or
privilege provided by law because of such individual's refusal to
disclose his social security account number.
(b) The provisions of paragraph (a) of this section shall not apply
with respect to:
(1) Any disclosure required by Federal statute; or
(2) Any disclosure to any agency relating to a system of records it
maintained prior to January 1, 1975, if such disclosure was required
under statute or regulation adopted prior to that date, to verify the
identity of an individual.
(c) Any agency in the Department which requests an individual to
disclose his social security account number shall inform that individual
whether the disclosure is mandatory or voluntary, by what statutory or
other authority the number is solicited, and what uses will be made of
it. The agency shall also insure that this information is provided by a
State or local government with whom it is involved in a cooperative
agreement.
Sec. 7. Annual report. Each agency in the Department shall submit to
the Office of the General Counsel prior to March 30 of each year
(beginning March 30, 1976) a report containing the following information
related to implementation of 5 U.S.C. 552a:
(a) A summary of major accomplishments;
(b) A summary of major plans for activities in the upcoming year;
(c) A list of the systems which were exempted during the year from any
of the operative provisions of this subpart pursuant to 5 U.S.C. 552a
(j) and (k), whether or not the exemption was effected during that year,
the number of instances with respect to each system exempted in which
the exemption was invoked to deny access, and the reasons for invoking
the exemption;
(d) A brief summary of changes to the total inventory of personal data
system subject to this subpart including reasons for major changes; and
(e) A general description of operational experiences including
estimates of the number of individuals (in relation to the total number
of records in the system):
(1) Requesting information on the existence of records pertaining to
them;
(2) Refusing to provide information;
(3) Requesting access to their records;
(4) Appealing initial refusals to amend records; and
(5) Seeking redress through the courts.
Sec. 8. Effect of 5 U.S.C. 552. No agency in the Department shall rely
on any exemption in 5 U.S.C. 552 to withhold from an individual any
record which is otherwise accessible to such individual under the
provisions of 5 U.S.C. 552a and this Subpart.
[40 FR 44480, Sept. 26, 1975]