[Privacy Act Issuances (1995)]
[From the U.S. Government Publishing Office, www.gpo.gov]
FARM CREDIT ADMINISTRATION
Table of Contents
FCA/GOVT-1 General Personnel Records
FCA-2 [Reserved]
FCA-3 Upward Mobility Skills Survey
FCA-4 Group Accident Insurance Records
FCA-5 Employee Reports of Financial Interest and Employment
FCA-6 Farm Credit Bank Personnel Records
FCA-7 Employee Attendance, Leave and Payroll Records
FCA-8 Employee Travel and Vendor Voucher Files
FCA-9 Financial Management Records
FCA-10 Property Accountability Records
FCA-11 Procurement Records
FCA-12 Biographical Files
FCA-13 Public Information Requests File
FCA-14 Freedom of Information Requests
FCA-15 Congressional Correspondence File
FCA-16 *Federal Land Bank Loans
FCA-17 *Production Credit Association Loans
FCA-18 Inspector General Investigative Files
*Exempt
FCA/GOVT--1
System name: General Personnel Records--FCA.
Note: This system is covered by the Office of Personnel Management
Governmentwide System, OPM/GOVT-1, 57 FR 35705, Aug. 10, 1992.
System location: 1501 Farm Credit Drive, McLean, Virginia 22102-5090.
Record access procedures: Employee inquiries about this system and
requests for amendments to records may be directed to: Chief, Human
Resources Division, Office of Resources Management, FCA, 1501 Farm
Credit Drive, McLean, Virginia 22102-5090.
FCA--3
System name: Upward Mobility Skills Survey--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: FCA employees at GS-9
level and below or equivalent.
Categories of records in the system: Records consist of personal
history, interests and traits, education and work experience.
Authority for maintenance of the system: 12 U.S.C. 1981 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Information is used for
career counseling, merit promotion, manpower utilization, and upward
mobility.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
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 arranged alphabetically by name.
Safeguards: Records are kept in locked file except when used by Upward
Mobility Coordinator and/or Upward Mobility Selection Panel.
Retention and disposal: Records are retained until employee leaves FCA
and then destroyed.
System manager(s) and address: Upward Mobility Coordinator, Farm Credit
Administration, 490 L'Enfant Plaza East, SW, Washington, DC 20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: Information in this system of records is
completed on a voluntary basis by the individual to whom it applies.
FCA--4
System name: Group Accident Insurance Records--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of records in the system: Records consist of listings of
persons who elect to participate in program and the amount of
coverage selected.
Authority for maintenance of the system: 12 U.S.C. 2249, 2252
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Information in these records
is used by agency officials to ascertain coverage, to notify carrier
of participants, and to provide information to the individual.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
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: Alphabetical listing by name.
Safeguards: Records are located in lockable file cabinets.
Retention and disposal:
Records are retained until program is discontinued.
System manager(s) and address: Director, Personnel Division, Farm Credit
Administration, 490 L'Enfant Plaza East, SW, Washington, DC 20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: The individual to whom the record pertains.
FCA--5
System name: Employee Reports of Financial Interests and
Employment--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: FCA employees.
Categories of records in the system: ``Confidential Statement of
Employment and Financial Interests'' required of certain employees.
Contains statement of financial interests of the employee and of
members of his immediate household as well as any other employment
of the FCA employee.
Authority for maintenance of the system: E.O. 11222
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Uses by authorized FCA
personnel for ascertaining conflicts or apparent conflicts of
interest and recommending or taking appropriate action.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
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 maintained alphabetically by name.
Safeguards: Records are kept in a closed safe with combination lock
except when being used by authorized personnel who are instructed as
to their confidentiality and permitted use.
Retention and disposal: Maintained by FCA until the employee leaves the
agency and then destroyed.
System manager(s) and address: Director, Personnel Division, Farm Credit
Administration, 490 L'Enfant Plaza East, SW, Washington, DC 20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: Employee filing the report.
FCA--6
System name: Farm Credit Bank Personnel Records--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: Current employees of
the Farm Credit banks who occupy senior officer positions; and
former employees of such banks who occupied senior officer positions
and have terminated employment within last five years.
Categories of records in the system: This system consists of copies of
various records relating to personnel actions and determinations
made concerning individuals occupying senior officer positions in
the Farm Credit banks. The Personnel Folder contains information
about the individual including date of birth, past and present
salaries, position titles, personnel action forms which document
actions, including but not limited to, appointment, reassignment,
promotion, pay changes, separation, correspondence and
justifications for salary increases, biographical data and awards.
The service record card contains a chronology of the personnel
actions taken, and also includes identifying data including name,
date of birth, address and previous employment history.
Authority for maintenance of the system: 12 U.S.C. 2249, 2252
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Information in these records
is used or a record may be used:
(a) By agency officials for purposes of review in connection with
appointments, promotions, pay changes and other determinations
requiring FCA concurrence;
(b) To provide information to Farm Credit bank directors of personnel
on length of service;
(c) To provide information for agency use in preparation of
statistical reports;
(d) As a data source for management information in responding to
inquiries or developing statistical data for other Federal agencies.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
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, Kardex binders, and
index file drawers.
Retrievability: Records are indexed by combination of name and date of
birth.
Safeguards: Records are located in lockable metal file cabinets.
Retention and disposal: After termination, the personnel folder is
retained for one year beyond separation date and then destroyed. The
service record card is retained for the life of the record.
System manager(s) and address: Director, Personnel Division, Farm Credit
Administration, 490 L'Enfant Plaza East, SW, Washington, DC 20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: Information in this system of records either
comes from the individual to whom it applies or is derived from
information he supplied, except information provided by directors of
personnel of the Farm Credit banks.
FCA--7
System name: Employee Attendance, Leave, and Payroll Records--
FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: FCA employees.
Categories of records in the system: Records consist of manual files
containing payroll-related information for FCA employees which
consists of various forms containing on a biweekly, year-to-date,
and in some cases an annual basis, payroll and leave data for each
employee including rate and amount of pay, hours worked, tax and
retirement deductions, life insurance and health insurance
deductions, savings allotments, savings bond and charity deductions,
other financial deductions, mailing addresses, and home addresses.
Authority for maintenance of the system: 12 U.S.C. 2249, 2252
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used to prepare payroll and
to meet Government payroll recordkeeping and reporting requirements,
and for retrieving and supplying payroll and leave information as
required for agency needs.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
Information in this record system may be disclosed as a routine use to
Federal, State and local taxing authorities concerning compensation to
employees or contractors for personal services; to the Civil Service
Commission, Department of the Treasury, Department of Labor and other
Federal agencies concerning pay, benefits, and retirement of
employees; to Federal employees health benefits carriers concerning
health insurance of employees; to financial organizations concerning
employee savings account allotments and net pay to checking accounts;
to State human resource offices administering unemployment
compensation programs; to educational and training organizations
concerning employee qualifications and identity for specific courses;
and to heirs, executors and legal representatives of beneficiaries.
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: The records are maintained in file folders; on pay cards,
retirement cards, and leave cards.
Retrievability: Records are filed alphabetically by name.
Safeguards: Files are kept in areas which are locked after business
hours and are maintained only by authorized FCA personnel.
Retention and disposal: In accordance with GSA requirements for
financial and payroll-related records.
System manager(s) and address: Director, Administrative Division, Farm
Credit Administration, 490 L'Enfant Plaza East, SW, Washington, DC
20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: Individual on whom the record is maintained.
FCA employees who approve records.
FCA--8
System name: Employee Travel and Vendor Voucher Files--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: FCA employees and other
individuals who provide products and services to FCA.
Categories of records in the system: Records consist of travel vouchers,
vendor vouchers, and supporting documentation.
Authority for maintenance of the system: 12 U.S.C. 2249, 2252
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used to provide records of
reimbursement to employees for expense incurred while in official
travel status and to provide reimbursement to other individuals for
products and/or services received.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
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: Travel vouchers are filed in individual folders for each
employee; vendor vouchers are filed in folders.
Retrievability: Records are filed alphabetically by name.
Safeguards: Files are kept in areas which are locked after business
hours and are maintained by authorized FCA personnel.
Retention and disposal: In accordance with GSA requirements for
financial records.
System manager(s) and address: Director, Administrative Division, Farm
Credit Administration, 490 L'Enfant Plaza East, SW, Washington, DC
20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division at the above
address as provided in 12 CFR 603.330.
Record source categories: FCA employees and other individuals executing
records. FCA employees auditing and approving vouchers.
FCA--9
System name: Financial Management Records--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: FCA employees and
individuals conducting business with FCA.
Categories of records in the system: Records supporting the FCA
financial management system, including employee travel advance
records, records of budget formulation and execution, for FCA
administrative expenses, and other financial records.
Authority for maintenance of the system: 12 U.S.C. 2249, 2252
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Records serve as the source
for collecting and recapping financial data to provide control of
collection and disbursement of revenues and reports necessary for
management and other Government agencies.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
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 binders stored in
file cabinets.
Retrievability: Records are filed alphabetically by name where
appropriate.
Safeguards: Files are kept in file cabinets in areas which are locked
after business hours.
Retention and disposal: In accordance with GSA requirements for
financial records.
System manager(s) and address: Director, Administrative Division, Farm
Credit Administration, 490 L'Enfant Plaza East, SW, Washington, DC
20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: FCA employees and other individuals doing
business with FCA.
FCA--10
System name: Property Accountability Records--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: FCA employees.
Categories of records in the system: The form executed by each employee
to whom accountable property is issued for official use, containing
the employee's name, serial number, and description of the property
charged to him.
Authority for maintenance of the system: 12 U.S.C. 2249, 2252; 40 U.S.C.
471 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Property accountability
records are used by FCA to maintain control of accountable property.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
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: Paper forms filed in storage cabinet.
Retrievability: Records maintained in alphabetical order by employee
name.
Safeguards: Records are maintained in an area which is locked after
business hours.
Retention and disposal: Forms are maintained until the property is
returned.
System manager(s) and address: Director, Administrative Division, Farm
Credit Administration, 490 L'Enfant Plaza East, SW, Washington, DC
20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: Individuals to whom property is issued.
FCA--11
System name: Procurement Records--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: Individuals who provide
or may provide supplies or services to FCA by contract or purchase
order.
Categories of records in the system: Bids, offers, lease agreements,
purchase orders, and requisitions as related to purchase
transactions.
Authority for maintenance of the system: 12 U.S.C. 2249, 2252; 40 U.S.C.
471 et seq.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Procurement records and
files are used by FCA as the bases for maintaining control of
purchase transactions and to provide a minimum of opportunity for
fraud as well as the maximum feasible opportunity for audit as
related to the purchase of supplies and services obtained.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
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 maintained in numerical order by purchase
order number in file folders bearing the name of the vendor.
Safeguards: Records are maintained in an area which is locked after
business hours.
Retention and disposal: Each record is retained for five years for
reference purposes and then destroyed.
System manager(s) and address: Director, Administrative Division, Farm
Credit Administration, 490 L'Enfant Plaza East, SW, Washington, DC
20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: Individuals who make bids or offers to FCA or
enter into lease or other agreements with FCA. FCA employees who
prepare requisitions and purchase orders.
FCA--12
System name: Biographical Files--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: FCA employees, members
of the Federal Farm Credit Board, Farm Credit district directors.
Categories of records in the system: Biographical sketches and
photographs.
Authority for maintenance of the system: 12 U.S.C. 2249, 2252
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Distribution to Farm Credit
institutions or the public in connection with Farm Credit elections,
public appearances, conferences, and on request by the public.
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 arranged alphabetically by name.
Safeguards: Records are maintained in an area locked after business
hours.
Retention and disposal: Records are destroyed on separation or
retirement.
System manager(s) and address: Director, Information Division, Farm
Credit Administration, 490 L'Enfant Plaza East, SW, Washington, DC
20578; Director, Administrative Division, Farm Credit
Administration, 490 L'Enfant Plaza East, SW, Washington, DC 20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: Individual on whom the record is maintained.
FCA--13
System name: Public Information Requests File--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: Members of the public.
Categories of records in the system: Incoming letters and copies of
outgoing correspondece.
Authority for maintenance of the system: 12 U.S.C. 2249, 2252
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Response to requests and
reference by FCA employees in answering successive requests.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
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: Letters are stored in file folders.
Retrievability: Letters are filed alphabetically by requester name.
Safeguards: Letters are maintained in cabinets in an area which is
locked after business hours.
Retention and disposal: Letters are retained one year and then
destroyed.
System manager(s) and address: Director, Information Division, Farm
Credit Administration, 490 L'Enfant Plaza East, SW, Washington, DC
20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: Individuals making public information requests
and FCA employees.
FCA--14
System name: Freedom of Information Requests--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: Individuals whose
requests for records fall within the scope of the Freedom of
Information Act.
Categories of records in the system: Letter requests, copies of
responses, and request log.
Authority for maintenance of the system: 5 U.S.C. 552
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Information is used for
reference and reports are prepared for the Freedom of Information
Act Committee, the Department of Justice, and the Office of
Management and Budget.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
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: Paper in notebook binders.
Retrievability: Records are arranged alphabetically by name.
Safeguards: Records are maintained in a lockable cabinet.
Retention and disposal: Life of the record.
System manager(s) and address: Director, Information Division, Farm
Credit Administration, 490 L'Enfant Plaza East, SW, Washington, DC
20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: Requester and FCA employees.
FCA--15
System name: Congressional Correspondence File--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: U.S. Senators and
Representatives.
Categories of records in the system: Copies of letters written by FCA
employees to U.S. Senators and Representatives.
Authority for maintenance of the system: 12 U.S.C. 2249, 2252
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Used by FCA employees for
reference to other files.
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: Letters are stored in file folders.
Retrievability: File folders are arranged alphabetically by name.
Safeguards: Files are kept in cabinets in an area which is locked after
business hours and are maintained only by FCA files personnel.
Retention and disposal: In accordance with GSA requirements.
System manager(s) and address: Director, Administrative Division, Farm
Credit Administration, 490 L'Enfant Plaza East, SW, Washington, DC
20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: FCA employees.
FCA--16
System name: Federal Land Bank Loans--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Categories of individuals covered by the system: Member-borrowers whose
loan applications exceed the prior-approval limits set by FCA for
each bank. Member-borrowers whose loan applications and approvals
are submitted under the post-review requirements set by FCA for each
bank. Member-borrowers whose loans fall within the category of loan
approval requirements stipulated by FCA regulation--Loan Policies
and Operations, 12 CFR part 614, subpart N, 4450. Individuals or
member-borrowers who have communicated to a Member of Congress or
any Government agency in which FCA has responded to the Congressman
or directly to the individual or member-borrower.
Categories of records in the system: Loan documents including name,
address, loan application, type and purpose of loan, financial
information submitted by the individual, analysis of financial
information, security and loan agreement papers, correspondence
between bank, association and FCA, loan analysis recommendation,
field report and/or appraisal, tax return records if submitted by
the individual, other related loan and analysis support information.
Congressional and complaint letters and FCA response copies.
Authority for maintenance of the system: 12 U.S.C. 2249, 2252
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: FCA staff uses records as a
basis for decision on approval or denial of loans and/or change in
status of loans, to monitor bank's capabilities in credit extension,
and to maintain awareness and monitor sensitive loans.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
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 arranged by district, association, and name.
Safeguards: Records are maintained in an area locked after business
hours.
Retention and disposal: Records are retained for five years and then
destroyed.
System manager(s) and address: Director, Administrative Division, Farm
Credit Administration, 490 L'Enfant Plaza East, SW, Washington, DC
20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Requests for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: The individual member-borrower, bank and
association employees, FCA employees, Congressmen, and individual
complainants.
Systems exempted from certain provisions of the act: This system is
subjected to a specific exemption pursuant to 5 U.S.C. 552a(k)(2) to
the extent that there is included in the system investigatory
material compiled for law enforcement purposes.
FCA--17
System name: Production Credit Association Loans--FCA.
System location: Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578
Categories of individuals covered by the system: Member-borrowers whose
loan applications exceed the prior-approval limits set by FCA for
each bank. Member-borrowers whose loan applications and approvals
are submitted under the post-review requirements set by FCA for each
bank. Member-borrowers whose loans fall within the category of loan
approval requirements stipulated by FCA regulation--Loan Policies
and Operations, 12 CFR part 614, subpart N, 4450. Individuals or
member-borrowers who have communicated to a Member of Congress or
any Government agency in which FCA has responded to the Congressman
or directly to the individual or member-borrower.
Categories of records in the system: Loan documents including name,
address, loan application, type and purpose of loan, financial
information, security and loan agreement papers, correspondence
between bank, association and FCA, loan analysis recommendation,
field report and/or appraisal, tax return records if submitted by
the individual, other related loan and analysis support information.
Congressional and complaint letters and FCA response copies.
Authority for maintenance of the system: 12 U.S.C. 2249, 2252
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: FCA staff uses records as a
basis for decision on approval or denial of loans and/or change in
status of loans, to monitor bank's capabilities in credit extension,
and to maintain awareness and monitor sensitive loans.
In the event that information in this record system 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, the relevant records may be referred, as a routine
use, 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.
In the event that information in this record system is needed in the
course of presenting evidence to a court, magistrate, or
administrative tribunal, the relevant records may be referred, as a
routine use, to the appropriate person to use as evidence.
Information in this record system may be disclosed as a routine use 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 a
decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
Information in this record 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.
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 arranged by district, association and name.
Safeguards: Records are maintained in an area locked after business
hours.
Retention and disposal: Records are retained for five years and then
destroyed.
System manager(s) and address: Director, Administrative Division, Farm
Credit Administration, 490 L'Enfant Plaza East, SW, Washington, DC
20578.
Notification procedure: All inquiries about this system of records shall
be addressed to: Director, Administrative Division, Office of
Administration, Farm Credit Administration, 490 L'Enfant Plaza East,
SW, Washington, DC 20578.
Record access procedures: Requests for access to a record shall be
directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.310.
Contesting record procedures: Request for amendments of a record shall
be directed to the Director, Administrative Division, at the above
address as provided in 12 CFR 603.330.
Record source categories: The individual member-borrower, bank and
association employees, FCA employees, Congressmen, and individual
complainants.
Systems exempted from certain provisions of the act: This system is
subjected to a specific exemption pursuant to 5 U.S.C. 552a(k)(2),
to the extent there is included in the system investigatory material
compiled for law enforcement purposes.
FCA-18
Inspector General Investigative Files--FCA.
Security classification:
Not applicable.
System location:
Office of the Inspector General (OIG), Farm Credit Administration,
1501 Farm Credit Drive, McLean, VA 22102-5090.
Categories of individuals covered by the system:
Subjects of OIG investigations relating to the programs and operations
of the Farm Credit Administration. Subject individuals include, but
are not limited to, current and former employees; current and former
agents or employees of contractors or subcontractors, as well as
current and former contractors and subcontractors in their personal
capacity, where applicable; and other individuals whose actions affect
the FCA, its programs or operations. Businesses, proprietorships, and
corporations are not covered by this system.
Categories of records in the system:
Correspondence relating to the investigation; internal staff
memoranda; copies of subpoenas issued during the investigation,
affidavits, statements from witnesses, transcripts of testimony taken
in the investigation, and accompanying exhibits; documents, records,
or copies obtained during the investigation; interview notes,
investigative notes, staff working papers, draft materials, and other
documents and records relating to the investigation; opening reports,
progress reports, and closing reports; and other investigatory
information or data relating to alleged or suspected criminal, civil,
or administrative violations or similar wrongdoing by subject
individuals.
Authority for maintenance of the system:
Inspector General Act Amendments of 1988, Pub. L. No. 100-504,
amending the Inspector General Act of 1978, Pub. L. No. 95-452, 5
U.S.C. app. 3.
Purpose(s):
To document the conduct and outcome of investigations; to report
results of investigations to other components of the FCA or other
agencies and authorities for their use in evaluating their programs
and imposition of criminal, civil, or administrative sanctions; to
report the results of investigations to other agencies or other
regulatory bodies for an action deemed appropriate, and for retaining
sufficient information to fulfill reporting requirements; and to
maintain records related to the activities of the Office of the
Inspector General.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to the disclosures generally permitted under 5 U.S.C.
552a(b), these records or information in these records, either by
itself or in combination with other information within the agency's
possession, may specifically be disclosed pursuant to 5 U.S.C.
552a(b)(3) as follows, provided that no routine use specified herein
shall be construed to limit or waive any other routine use specified
herein:
(1) When a record in a system of records, either by itself or in
conjunction with other information:
(a) Indicates a violation or potential violation of law, whether
criminal, civil, or regulatory in nature, disclosure may be permitted
of that record to the governmental agency, whether Federal, state,
local or foreign, that is charged with investigating violations of or
enforcing compliance with the law.
(b) Contains information relevant to the qualifications or fitness of
an individual who is licensed or seeking to be licensed, disclosure
may be permitted of that record to the responsible licensing
authority, provided the records are relevant and necessary in the
particular licensing decision and reasonable steps are taken to ensure
that the records are timely, relevant, accurate and complete enough to
assure fairness to the individual affected by the licensing decision.
(2) When the FCA OIG is conducting an investigation or audit, records
may be disclosed to any source, but only to the extent necessary to
secure from that source information relevant to and sought in
furtherance of the investigation or audit.
(3) To agencies, offices, or establishments of the executive,
legislative or judicial branches of the Federal or state government
when a request is in hand and where the records or information in
those records is relevant and necessary to a decision with regard to
disciplinary or other administrative action (excluding a decision on
hiring) concerning an employee and reasonable steps are taken to
ensure that the records are timely, relevant, accurate and complete
enough to assure fairness to the individual affected by the
disciplinary or administrative action.
(4) To independent auditors or other private firms with which the
Office of Inspector General has contracted to carry out an independent
audit or investigation or to analyze, collate, aggregate or otherwise
refine data collected in the system of records, subject to the
requirement that such contractors shall maintain Privacy Act
safeguards with respect to such records.
(5) To the Department of Justice for use in litigation when either (i)
the FCA, or any component thereof, (ii) any employee of the FCA in his
or her official capacity, (iii) any employee of the FCA in his or her
individual capacity where the Department of Justice has agreed to
present the employee or, (iv) the United States, where the FCA
determines that litigation is likely to affect the FCA 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 FCA to be relevant and necessary to litigation,
provided that in each case the FCA determines that disclosure of the
records to the Department of Justice is compatible with the purpose
for which the records were collected.
(6) To a court, magistrate, or other administrative tribunal in the
course of presenting evidence, including disclosures to opposing
counsel or witnesses in the course of civil discovery, litigation,
administrative proceedings, or settlement negotiations, or in
connection with criminal law proceedings, when the FCA is a party to
the litigation or proceeding and it determines it is relevant and
necessary to the litigation or proceeding.
(7) To a court or other adjudicative body before which the FCA is
authorized to appear, when either (i) the FCA, or any component
thereof, (ii) any employee of the FCA in his or her official capacity,
(iii) any employee of the FCA in his or her individual capacity, where
the FCA determines that litigation is likely to affect the FCA or any
of its components, is a party to litigation, and the FCA determines
that disclosure of the records to a court or other adjudicative body
is compatible with the purpose for which the records were collected.
(8) To the National Archives and Records Administration for records
management inspections conducted under authority of 44 U.S.C. 2904 and
2906.
(9) To a Congressional office from the record of a subject individual
in response to an inquiry from the Congressional office made at the
written request of that individual, but only to the extent that the
record would be legally accessible to that individual.
(10) To an FCA contractor when a contractor-operated program has been
subject to OIG investigation which was uncovered personnel problems so
that personnel problems can be corrected by the contractor.
(11) To debt collection contractors for the purpose of collecting
debts owned to the Government, as authorized under the Debt Collection
Act of 1982, 31 U.S.C. 3718, and subject to applicable Privacy Act
safeguards.
Disclosures to consumer reporting agencies:
Disclosures may be made from this system, pursuant to 5 U.S.C.
552a(b)(12), 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), in accordance with
section 3711(f) of title 31.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The OIG Investigative Files consist of paper records maintained in
file folders, cassette tapes of interviews and data maintained on
computer diskettes. The folders, diskettes and cassette tapes are
stored in file cabinets in the OIG.
Retrievability:
The records are retrieved by the name of the subject of the
investigation or by a unique control number assigned to each
investigation.
Safeguards:
Records are maintained in lockable file cabinets in lockable rooms.
Access is restricted to individuals whose duties require access to the
records. File cabinets and rooms are locked during non-duty hours.
Retention and disposal:
As prescribed in General Records Schedule 22, item 1b, OIG
Investigative Files are destroyed 10 years after a case is closed.
Cases that are unusually significant for documenting major violations
of criminal law or ethical standards are offered to the National
Archives for permanent retention.
System manager(s) and address:
Inspector General, Farm Credit Administration, 1501 Farm Credit Drive,
McLean, VA 22102-5090.
Notification procedure:
By mailing or delivering a written request bearing the individual's
name, return address, and signature, addressed as follows: Privacy Act
Request, Privacy Act Officer, Office of Congressional and Public
Affairs, Farm Credit Administration, 1501 Farm Credit Drive, McLean,
VA 22102-5090.
Record access procedure:
Same as above.
Contesting record procedure:
Same as above.
Record source categories:
Employees or other individuals on whom the record is maintained, non-
target witnesses, FCA and non-FCA records, to the extent necessary to
carry out OIG investigations authorized by 5 U.S.C. app. 3.
System(s) exempted from certain provisions of the Act:
Pursuant to 5 U.S.C. 552a(j)(2), records in this system are exempt
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), and corresponding provisions of 12 CFR 603.355, to the extent a
record in the system of records was compiled for criminal law
enforcement purposes.
Pursuant to 5 U.S.C. 552a(k)(2), the system is exempt from 5 U.S.C.
552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I) and (f), and the
corresponding provisions of 12 CFR 603.355, to the extent the system
of records consists of investigatory material compiled for law
enforcement purposes, other than material within the scope of the
exemption at 5 U.S.C. 552a(j)(2). See FCA regulation 12 CFR 603.355,
as amended.
PRIVACY ACT RULES
FARM CREDIT ADMINISTRATION
Title 12-Banks and Banking
Chapter VI-Farm Credit Administration
PART 603--PRIVACY ACT REGULATIONS
Sec.
603.300 Purpose and scope.
603.305 Definitions.
603.310 Procedures for requests pertaining to individual records in a
record system.
603.315 Times, places, and requirements for identification of
individuals making requests.
603.320 Disclosure of requested information to individuals.
603.325 Special procedures for medical records.
603.330 Request for amendment to record.
603.335 Agency review of request for amendment of record.
603.340 Appeal of an initial adverse determination of a request to
amend a record.
603.345 Fees for providing copies of records.
603.350 Criminal penalties.
603.355 Exemptions.
Authority: Sec. 5.9, 5.17; 12 U.S.C. 2243, 2252.
Source: 40 FR 40454, Sept. 2, 1975, unless otherwise noted.
Sec. 603.300 Purpose and scope.
(a) This part is published by the Farm Credit Administration pursuant
to the Privacy Act of 1974 (Pub. L. 93-579, 5 U.S.C. 552a) which
requires each Federal agency to promulgate rules to establish procedures
for notification and disclosure to an individual of agency records
pertaining to him, and for review of such records.
(b) The records covered by this part include:
(1) Personnel and employment records maintained by the Farm Credit
Administration which are not covered by Sec. Sec. 293.101-293.111 of the
regulations of the Office of Personnel Management (5 CFR 293.101-
293.111), and
(2) Other records contained in record systems maintained by the Farm
Credit Administration.
[40 FR 40454, Sept. 2, 1975, as amended by 51 FR 41941, Nov. 20, 1986]
Sec. 603.305 Definitions.
For the purposes of this part:
(a)``Agency'' means the Farm Credit Administration.
(b) ``Individual'' means a citizen of the United States or an alien
lawfully admitted for permanent residence;
(c) ``Maintain'' includes maintain, collect, use, or disseminate;
(d) ``Record'' means any item, collection, or grouping of information
about an individual that is maintained by an agency including, but not
limited to, that person's education, financial transactions, medical
history, and criminal or employment history, and that contains that
person`s name, or the identifying number, symbol, or other identifying
particular assigned to the individual, such as a finger or voice print
or photograph;
(e) ``Routine use'' means, with respect to the disclosure of a record,
the use of such record for a purpose that is compatible with the purpose
for which it was collected;
(f) ``Statistical record'' means a record in a system of records
maintained for statistical research or reporting purposes only and not
used in whole or in part in making any determination about an
identifiable individual, except as provided by 13 U.S.C. 8;
(g) ``System of records'' means a group of any records under the
control of any agency from which information is retrieved by the name of
an individual or by some identifying number, symbol, or other
identifying particular assigned to the individual.
[51 FR 41941, Nov. 20, 1986]
Sec. 603.310 Procedures for requests pertaining to individual
records in a record system.
(a) Any present or former employee of the Farm Credit Administration
seeking access to that person's official civil service records
maintained by the Farm Credit Administration shall submit a request in
such manner as is prescribed by the Office of Personnel Management.
(b) Individual shall submit their requests in writing to the Privacy
Act Officer, Office of Congressional and Public Affairs, Farm Credit
Administration, McLean, Virginia 22102-5090, when seeking to obtain from
the Farm Credit Administration:
(1) Notification whether the agency maintains a record pertaining to
that person in a system of records;
(2) Notification whether the agency has disclosed a record for which
an accounting of disclosure is required to be maintained and made
available to that person;
(3) A copy of a record pertaining to that person or the accounting of
its disclosure; or
(4) The review of a record pertaining to that person or the accounting
of its disclosure. The request shall state the full name and address of
the individual, and identify the system or systems of records believed
to contain the information or record sought.
[51 FR 41941, Nov. 20, 1986]
Sec. 603.315 Times, places, and requirements for identification of
individuals making requests.
The individual making written requests for information or records
ordinarily will not be required to verify that person's identity. The
signature upon such requests shall be deemed to be a certification by
the requester that he or she is the individual to whom the record
pertains, or the parent of a minor, or the duly appointed legal guardian
of the individual to whom the record pertains. The Privacy Act Officer,
however, may require such additional verification of identity in any
instance in which the Privacy Act Officer deems it advisable.
[51 FR 41941, Nov. 20, 1986]
Sec. 603.320 Disclosure of requested information to individuals.
(a) The Privacy Act shall, within a reasonable period of time after
the date of receipt of a request for information or records:
(1) Determine whether or not such request shall be granted,
(2) Notify the requester of the determination and, if the request is
denied, of the reasons therefor, and
(3) Notify the requester that fees for reproducing copies of records
may be charged as provided in Sec. 603.345.
(b) If access to a record is denied because the information therein
has been compiled by the Farm Credit Administration in reasonable
anticipation of a civil or criminal action proceeding the Privacy Act
shall notify the requester of that person's right to judicial appeal
under 5 U.S.C. 552a(g).
(c)(1) If access to a record is granted the requester shall notify the
Officer whether the requested record is to be copied and mailed to the
requester or whether the record is to be made available for personal
inspection.
(2) A requester who is an individual may be accompanied by an
individual selected by the requester when the record is disclosed, in
which case the requester may be required to furnish a written statement
authorizing the discussion of the record in the presence of the
accompanying person.
(d) If the record is to be made available for personal inspection, the
requester shall arrange with the Privacy Act Officer a mutually
agreeable time in the offices of the Farm Credit Administration for
inspection of the record.
Sec. 603.325 Special procedures for medical records.
Medical records in the custody of the Farm Credit Administration which
are not subject to Office of Personnel Management regulations shall be
disclosed either to the individual to whom they pertain or his
authorized or legal representative or to a licensed physician named by
the individual.
[51 FR 41942, Nov. 20, 1986]
Sec. 603.330 Request for amendment to record.
(a) If, after disclosure of the requested information, an individual
believes that the record is not accurate, relevant, timely, or complete,
that person may request in writing that the record be amended. Such a
request shall be submitted to the Privacy Act Officer and shall contain
identification of the system of records and the record or information
therein, a brief description of the material requested to be changed,
the requested change or changes, and the reason for such change or
changes.
(b) The Privacy Act Officer shall acknowledge receipt of the request
within 10 days (excluding Saturdays, Sundays, and legal holidays) and,
if a determination has not been made, advise the individual when that
person may expect to be advised of action taken on the request. The
acknowledgment may contain a request for additional information needed
to make a determination.
[51 FR 41942, Nov. 20, 1986]
Sec. 603.335 Agency review of request for amendment of record.
Upon receipt of a request for amendment of a record, the Privacy Act
Officer shall:
(a) Correct any portion of a record which the individual making the
request believes is not accurate, relevant, timely, or complete and
thereafter inform the individual in writing of such correction, or
(b) Inform the individual in writing of refusal to amend the record
and of the reasons therefor, and advise him that he may appeal such
determination as provided in Sec. 603.340 of this part.
[40 FR 40454, Sept. 2, 1975, as amended at 51 FR 41942, Nov. 20, 1986]
Sec. 603.340 Appeal of an initial adverse determination of a
request to amend a record.
(a) Not more than 10 days (excluding Saturdays, Sundays, and legal
holidays) after receipt by an individual of an adverse determination on
his request to amend a record or otherwise, the individual may appeal to
the Director, Office of Resources Management.
(b) The appeal shall be by letter, mailed or delivered to the
Director, Office of Resources Management, Farm Credit Administration,
McLean, Virginia 22102-5090. The letter shall identify the records
involved in the same manner they were identified to the Privacy Act
Officer, shall specify the dates of the request and adverse
determination, and shall indicate the expressed basis for that
determination. Also, the letter shall state briefly and succinctly the
reasons why the adverse determination should be reversed.
(c) The review shall be completed and a final determination made by
the Director not later than 30 days (excluding Saturdays, Sundays, and
legal holidays) from receipt of the request for such review, unless the
Deputy Governor extends such 30-day period for good cause. If the 30-day
period is extended the individual shall be notified of the reasons
therefor.
(d) If the Director refuses to amend the record in accordance with the
request, the individual shall be notified of the right to file a concise
statement setting forth that person's disagreement with the final
determination and that person's right under 5 U.S.C. 552a(g)(1)(A) to a
judicial review of the final determination.
(e) If an amendment of a record as requested upon review is refused,
there shall be included in the disputed portion of the record a copy of
the concise statement filed by the individual together with a concise
statement of the reasons for not amending the record as requested. Such
statements will be included when disclosure of the disputed record is
made to persons and agencies as authorized under 5 U.S.C. 552a.
[40 FR 40454, Sept. 2, 1975, as amended at 51 FR 41924, Nov. 20, 1986;
56 FR 2673, Jan. 24, 1991]
Sec. 603.345 Fees for providing copies of records.
Fees for providing copies of records shall be charged in accordance
with Sec. Sec. 602.267 and 602.269 of this chapter.
[40 FR 40454, Sept. 2, 1975, as amended at 56 FR 28479, Jun. 21, 1991]
Sec. 603.350 Criminal penalties.
Section 552a (l) (3) of the Privacy Act (5 U.S.C. 552a(i) (3)) makes
it a misdemeanor, subject to a maximum fine of $5,000, to knowingly and
willfully request or obtain any record concerning any individual from an
agency under false pretenses. Sections 552a(i) (1) and (2) of the Act (5
U.S.C. 552a(i) (1), (2)) provide penalties for violation by agency
employees of the Act or regulations established thereunder.
Sec. 603.355 Exemptions.
(a) Pursuant to 5 U.S.C. 552a(k) (2), investigatory material compiled
for law enforcement purposes in the following systems of records is
exempt from subsections (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I),
and (f) of 5 U.S.C. 552a and from the provisions of this part:
Farm Credit Bank loans--FCA.
Production Credit Association Loans--FCA.
Agricultural Credit Association loans--FCA.
Federal Land Credit Association loans--FCA.
Agricultural Credit Bank loans--FCA.
Office of Inspector General Investigative Files--FCA.
(b) General.(1) In addition, pursuant to 5 U.S.C. 552a(j)(2),
investigatory materials compiled for criminal law enforcement in the
system of records described in (b)(2) are exempt from all subsections of
5 U.S.C. 552a, except (b), (c)(1) and (2), (e)(4)(A) through (F),
(e)(6), (7), (9), (10), and (11), and (i). Exemptions from the
particular subsections are justified for the following reasons:
(i) From subsection (c)(3) because making available to a record
subject the accounting of disclosures from records concerning him/her
would reveal investigative interest on the part of the OIG. This would
enable record subjects to impede the investigation by, for example,
destroying evidence, intimidating potential witnesses, or fleeing the
area to avoid inquiries or apprehension by law enforcement personnel.
(ii) From subsection (c)(4) because this system is exempt from the
access provisions of subsection (d) pursuant to subsection (j)(2) of the
Privacy Act.
(iii) From subsection (d) because the records contained in this system
relate to official Federal investigations. Individual access to those
records might compromise ongoing investigations, reveal confidential
informant or constitute unwarranted invasions of the personal privacy of
third parties who are involved in a certain investigation. Amendment of
the records would interfere with ongoing criminal law enforcement
proceedings and impose an impossible administrative burden by requiring
criminal investigations to be continuously reinvestigated.
(iv) From subsections (e)(1) and (5) because in the course of law
enforcement investigations, informaiton may occassionally be obtained or
introduced the accuracy of which is unclear or which is not strictly
relevant or necessary to a specific investigation. In the interests of
effective law enforcement, it is appropriate to retain all information
that may aid in establishing patterns of criminal activity. Moreover, it
would impede the specific investigative process if it were necessary to
assure the relevance, accuracy, timeliness and completeness of all
information obtained.
(v) From subsection (e)(2) because in a law enforcement investigation
the requirement that information be collected to the greatest extent
possible from the subject individual would present a serious impediment
to law enforcement in that the subject of the investigation would be
informed of the existence of the investigation and would therefore be
able to avoid detection, apprehension, or legal obligations or duties.
(vi) From subsection (e)(3) because to comply with the requirements of
this subsection during the course of an investigation could impede the
information gathering process, thus hampering the investigation.
(vii) From subsection (e)(4)(G), and (H), and (I), (e)(8), (f), (g)
and (h) because this system is exempt from the access provisions of
subsection (d) pursuant to subsection (j) of the Privacy Act.
(2) Office of Inspector General Investigative Files-FCA.
[56 FR 2673, Jan. 24, 1991, as amended at 32421, Jul. 22, 1992]]