[Privacy Act Issuances (2001)]
[From the U.S. Government Publishing Office, www.gpo.gov]
FARM CREDIT SYSTEM INSURANCE CORPORATION
Table of Contents
FCSIC-1 FCSIC Internal Automated Personnel System.
FCSIC-2 Employee Reports of Financial Interest and Employment.
FCSIC-3 Employee Attendance, Leave, Personnel Actions, and
Payroll Records.
FCSIC-4 Employee Travel Files.
FCSIC-5 Financial Management Records.
FCSIC-6 Procurement Records.
FCSIC-7 Personnel Security Files.
FCSIC-8 Correspondence Files.
FCSIC-1
System name:
FCSIC Internal Automated Personnel System.
System location:
These records are located at the Farm Credit Administration with
copies at the Farm Credit System Insurance Corporation, McLean,
Virginia 22102-0826.
Categories of individuals covered by the system:
Current and former Corporation employees since March 1988.
Categories of records in the system:
Information from Personnel Management Information and
Telecommunications System of the Department of Treasury, including
the employee's occupational series, grade, salary, position title,
geographic location, work schedule, date of birth, sex, and similar
information. The source for this data is the National Finance
Center's United States Department of Agriculture Personnel Payroll
System.
Authority for maintenance of the system:
12 U.S.C. 2277a-7, 2277a-8.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information in this record system may be used to furnish internal
statistical reports and trend analyses for managing human resources.
(1) 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.
(2) 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.
(3) 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 and 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.
(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) It shall be a routine use of the records in this system of
records to disclose them to the Department of Justice or to disclose
them 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 or 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 use of such records by the Department of Justice or the use of
such records in the proceeding 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 or the disclosure of such records in the
proceeding is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(6) 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.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information stored electronically.
Retrievability:
Electronically retrievable by name, social security number, and
other identifiers such as sex, geographic location, occupational
series, etc.
Safeguards:
Records are kept in a secure area with access limited to those
whose official duties require access.
Retention and disposal:
In accordance with National Archives and Records Administration
General Records Schedule requirements.
System manager(s) and address:
Chief Operating Officer, Farm Credit System Insurance
Corporation, McLean, Virginia 22102-0826.
Notification procedure:
All inquiries about this system of records shall be addressed to:
Privacy Act Officer, Farm Credit System Insurance Corporation,
McLean, Virginia 22102-0826.
Record access procedures:
Requests for access to a record shall be directed to: Privacy Act
Officer, Farm Credit System Insurance Corporation, McLean, Virginia
22102-0826, as provided in 12 CFR 1403.3.
Contesting record procedures:
Requests for amendments of a record shall be directed to: Privacy
Act Officer, Farm Credit System Insurance Corporation, McLean,
Virginia 22102-0826, as provided in 12 CFR 1403.7.
Record source categories:
Information in this system of records either comes from the
individual to whom it applies or comes from information supplied by
agency officials.
FCSIC-2
System name:
Employee Reports of Financial Interests and Employment--FCSIC.
System location:
These records are located at the Farm Credit Administration with
copies at the Farm Credit System Insurance Corporation, McLean,
Virginia 22102-0826.
Categories of individuals covered by the system:
Current and former Corporation employees.
Categories of records in the system:
``Public Financial Disclosure Report'' and ``Confidential
Statement of Employment and Financial Interests'' required of certain
employees. Contains statement of financial interests of the employee
and of members of his or her immediate household as well as any other
statements or memorandums concerning other employment or financial
interests of the Corporation employee.
Authority for maintenance of the system:
Executive Order 12674, as amended by Executive Order 12731, and 5
U.S.C. App. 201, 205.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information in this record system may be used by authorized
personnel for ascertaining conflicts or apparent conflicts of
interest, recommending or taking appropriate action, monitoring the
agency's ethics program.
(1) 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.
(2) 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.
(3) 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.
(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) It shall be a routine use of the records in this system of
records to disclose them to the Department of Justice or to disclose
them 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 or 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 use of such records by the Department of Justice or the use of
such records in the proceeding 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 or the disclosure of such records in the
proceeding is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(6) 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.
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 locked cabinet except when being used by
authorized personnel who are instructed as to their confidentiality
and permitted use.
Retention and disposal:
In accordance with National Archives and Records Administration
General Records Schedule requirements for employee reports of
financial interests and employment.
System manager(s) and address:
Designated Agency Ethics Official, Farm Credit System Insurance
Corporation, McLean, Virginia 22102-0826.
Notification procedure:
All inquiries about this system of records shall be addressed to:
Privacy Act Officer, Farm Credit System Insurance Corporation,
McLean, Virginia 22102-0826.
Record access procedures:
Requests for access to a record shall be directed to: Privacy Act
Officer, Farm Credit System Insurance Corporation, McLean, Virginia
22102-0826, as provided in 12 CFR 1403.3.
Contesting record procedures:
Requests for amendments of a record shall be directed to: Privacy
Act Officer, Farm Credit System Insurance Corporation, McLean,
Virginia 22102-0826, as provided in 12 CFR 1403.7.
Record source categories:
Information in this system of records either comes from the
employee to whom it applies or comes from information supplied by
agency officials.
FCSIC-3
System name:
Employee attendance, leave, personnel actions, and payroll
records--FCSIC.
System location:
These records are located at the Farm Credit Administration with
copies at the Farm Credit System Insurance Corporation, McLean,
Virginia 22102-0826.
Categories of individuals covered by the system:
Corporation employees.
Categories of records in the system:
Records consist of paper, electronic, and microfiche files
containing payroll-related information for Corporation employees
reported on a biweekly, year-to-date, and, in some cases, an annual
basis. The records contain payroll and leave data for each employee
including rate and amount of pay, personnel actions during payroll
periods, 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. Records produced electronically utilize software
provided by the National Finance Center's United States Department of
Agriculture Personnel Payroll System.
Authority for maintenance of the system:
12 U.S.C. 2277a-7, 2277a-8.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information in this record system may be used to prepare payroll
and to meet Government payroll record keeping and reporting
requirements, and for retrieving and supplying payroll and leave
information as required for agency needs. In addition, information in
this record system is used to furnish certain information (name,
permanent or temporary status, most recent position, grade, or
salary) to other Government agencies, commercial or credit
organizations, or verification of employment to prospective
employers.
(1) 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 Office of Personnel Management, 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.
(2) 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.
(3) 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.
(4) 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 and 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.
(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.
(6) It shall be a routine use of the records in this system of
records to disclose them to the Department of Justice or to disclose
them 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 or 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 use of such records by the Department of Justice or the use of
such records in the proceeding 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 or the disclosure of such records in the
proceeding is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(7) 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.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in locked cabinets or electronically.
Retrievability:
Paper records are filed alphabetically by name. Electronic
records are accessed by social security number. Microfiche records
are arranged by social security number within a pay period.
Safeguards:
Files are kept in areas which are locked after business hours.
Access to records is limited to authorized individuals.
Retention and disposal:
In accordance with National Archives and Records Administration
General Records Schedule requirements for payroll-related records.
System manager(s) and address:
Chief Operating Officer, Farm Credit System Insurance
Corporation, McLean, Virginia 22102-0826.
Notification procedure:
All inquiries about this system of records shall be addressed to:
Privacy Act Officer, Farm Credit System Insurance Corporation,
McLean, Virginia 22102-0826.
Record access procedures:
Requests for access to a record shall be directed to: Privacy Act
Officer, Farm Credit System Insurance Corporation, McLean, Virginia
22102-0826, as provided in 12 CFR 1403.3.
Contesting record procedures:
Requests for amendments of a record shall be directed to: Privacy
Act Officer, Farm Credit System Insurance Corporation, McLean,
Virginia 22102-0826, as provided in 12 CFR 1403.7.
Record source categories:
Information in this system of records comes from the employee to
whom it applies or comes from information supplied by Corporation
employees and other authorized personnel.
FCSIC-4
System name:
Employee Travel--FCSIC.
System location:
Farm Credit System Insurance Corporation, McLean, Virginia 22102-
0826.
Categories of individuals covered by the system:
Current and former Corporation employees.
Categories of records in the system:
Paper and electronic records relating to travel vouchers and
supporting documentation.
Authority for maintenance of the system:
12 U.S.C. 2277a-7, 2277a-8.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information contained in this system of records is used to
provide records of reimbursement to employees for expenses incurred
while in official travel status.
(1) 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.
(2) 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.
(3) 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 and 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.
(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) It shall be a routine use of the records in this system of
records to disclose them to the Department of Justice or to disclose
them 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 or 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 use of such records by the Department of Justice or the use of
such records in the proceeding 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 or the disclosure of such records in the
proceeding is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(6) 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.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in cabinets or electronically.
Retrievability:
Paper records are filed alphabetically by name.
Safeguards:
Paper files are kept in areas which are locked after business
hours. Access to electronic system is limited to authorized
employees.
Retention and disposal:
In accordance with National Archives and Records Administration
General Records Schedule requirements for financial records.
System manager(s) and address:
Administrative Specialist, Farm Credit System Insurance
Corporation, McLean, Virginia 22102-0826.
Notification procedure:
All inquiries about this system of record shall be directed to:
Privacy Act Officer, Farm Credit System Insurance Corporation,
McLean, Virginia 22102-0826.
Record access procedures:
Requests for access to a record shall be directed to: Privacy Act
Officer, Farm Credit System Insurance Corporation, McLean, Virginia
22102-0826, as provided in 12 CFR 1403.3.
Contesting record procedures:
Requests for amendments of a record shall be directed to: Privacy
Act Officer, Farm Credit System Insurance Corporation, McLean,
Virginia 22102-0826, as provided in 12 CFR 1403.7.
Record source categories:
Corporation employees and other individuals executing records.
FCSIC-5
System name:
Financial Management Records--FCSIC.
System location:
These records are located at the Farm Credit Administration,
McLean, Virginia 22102-0826.
Categories of individuals covered by the system:
Corporation employees and individuals conducting business with
the Corporation.
Categories of records in the system:
Records consist of paper, electronic, and microfiche files
supporting the Corporation financial management system, including
employee travel advance records, records of budget formulation and
execution, the Corporation administrative expenses, and other
financial records.
Authority for maintenance of the system:
12 U.S.C. 2277a-7, 2277a-8.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
This system of records serves as the source for collecting and
recapping financial data to provide control over assets and
liabilities, collection of revenues and disbursement of expenses and
reports necessary for management and for other Government agencies.
(1) 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.
(2) 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.
(3) 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 and 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.
(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) It shall be a routine use of the records in this system of
records to disclose them to the Department of Justice or to disclose
them 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 or 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 use of such records by the Department of Justice or the use of
such records in the proceeding 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 or the disclosure of such records in the
proceeding is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(6) 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.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in cabinets or electronically.
Retrievability:
Paper records are arranged by SF1166a (Voucher and Schedule of
Payments) voucher number within each year. Automated system can
retrieve by name, vendor number, or social security number as
applicable.
Safeguards:
Paper files are kept in file cabinets in areas which are locked
after business hours. Access to electronic system is limited to
authorized employees.
Retention and disposal:
In accordance with National Archives and Records Administration
General Records Schedule requirements for financial records.
System manager(s) and address:
Chief Operating Officer, Farm Credit System Insurance
Corporation, McLean, Virginia 22102-0826.
Notification procedure:
All inquiries about this system of records shall be addressed to:
Privacy Act Officer, Farm Credit System Insurance Corporation,
McLean, Virginia 22102-0826.
Record access procedures:
Requests for access to a record shall be directed to: Privacy Act
Officer, Farm Credit System Insurance Corporation, McLean, Virginia
22102-0826, as provided in 12 CFR 1403.3.
Contesting record procedures:
Requests for amendments of a record shall be directed to: Privacy
Act Officer, Farm Credit System Insurance Corporation, McLean,
Virginia 22102-0826, as provided in 12 CFR 1403.7.
Record source categories:
Corporation employees and other individuals doing business with
Corporation.
FCSIC-6
System name:
Procurement Records--FCSIC.
System location:
These records are located at the Farm Credit Administration,
McLean, Virginia 22102-0826.
Categories of individuals covered by the system:
Individuals, corporations, and governmental entities who provide
or may provide supplies or services to the Corporation by contract or
purchase order.
Categories of records in the system:
Bids, offers, lease agreements, purchase orders, requisitions,
and other pertinent written information related to purchase
transactions.
Authority for maintenance of the system:
12 U.S.C. 2277a-7, 2277a-8; 40 U.S.C. 471 et seq.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
Information contained in this system of records is used by the
Corporation as the basis 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.
(1) 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.
(2) 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.
(3) 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 and 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.
(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) It shall be a routine use of the records in this system of
records to disclose them to the Department of Justice or to disclose
them 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 or 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 use of such records by the Department of Justice or the use of
such records in the proceeding 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 or the disclosure of such records in the
proceeding is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(6) 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.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records filed: (1) In numerical order by purchase order or
contract number; and (2) alphabetically by the name of the vendor.
Safeguards:
Maintained in area which is locked after business hours. Access
to this record system is limited to employees and persons with
contractual authority within the Corporation and the FCA.
Retention and disposal:
In accordance with National Archives and Records Administration
General Records Schedule requirements for procurement records.
System manager(s) and address:
Chief Operating Officer, Farm Credit System Insurance
Corporation, McLean, Virginia 22102-0826.
Notification procedure:
All inquiries about this system of records shall be addressed to:
Privacy Act Officer, Farm Credit System Insurance Corporation,
McLean, Virginia 22102-0826.
Record access procedures:
Requests for access to a record shall be directed to: Privacy Act
Officer, Farm Credit System Insurance Corporation, McLean, Virginia
22102-0826, as provided in 12 CFR 1403.3.
Contesting record procedures:
Requests for amendments of a record shall be directed to: Privacy
Act Officer, Farm Credit System Insurance Corporation, McLean,
Virginia 22102-0826, as provided in 12 CFR 1403.7.
Record source categories:
Individuals, corporations, or governmental entities who make bids
or offers to the Corporation or enter into lease or other agreements
with the Corporation. Employees who prepare contractual actions.
FCSIC-7
System name:
Personnel Security Files--FCSIC.
System location:
These records are located at the Farm Credit Administration,
McLean, Virginia 22102-5090.
Categories of individuals covered by the system:
Current and former Corporation employees.
Categories of records in the system:
Case files compiled during background investigations of employees
in sensitive positions. The files include:
(a) Security forms (SF 86, ``Security Investigation Data for
Sensitive Position''; and OPM Form 329-B, ``Authority for Release of
Information and Redisclosure'');
(b) Investigative report which includes credit check, check of
police record, and interviews with neighbors, former supervisors, and
coworkers;
(c) Determination of suitability for security clearance by agency
security officer; and
(d) Issuance of clearance statement.
Authority for maintenance of the system:
Executive Order 10450.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information in this system of records is used to determine
suitability for holding a sensitive position within the Corporation
and to issue security clearance.
(1) 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.
(2) 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.
(3) 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 and 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.
(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) It shall be a routine use of the records in this system of
records to disclose them to the Department of Justice or to disclose
them 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 or 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 use of such records by the Department of Justice or the use of
such records in the proceeding 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 or the disclosure of such records in the
proceeding is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(6) 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.
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 a locked safe in an area that is
secured after business hours. Access to records is restricted to
those employees whose official duties require access.
Retention and disposal:
Files are transferred to OPM when employee leaves the agency.
System manager(s) and address:
Chief Operating Officer, Farm Credit System Insurance
Corporation, McLean, Virginia 22102-0826.
Notification procedure:
All inquiries about this system of records shall be addressed to:
Privacy Act Officer, Farm Credit System Insurance Corporation,
McLean, Virginia 22102-0826.
Record access procedures:
Requests for access to a record shall be directed to: Privacy Act
Officer, Farm Credit System Insurance Corporation, McLean, Virginia
22102-0826, as provided in 12 CFR 1403.3.
Contesting record procedures:
Requests for amendments of a record shall be directed to: Privacy
Act Officer, Farm Credit System Insurance Corporation, McLean,
Virginia 22102-0826, as provided in 12 CFR 1403.7.
Record source categories:
Information in this system of records comes from the individual
to whom it applies, credit bureaus, police, neighbors, former
supervisors and coworkers, etc.
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.
FCSIC-8
System name:
Correspondence Files--FCSIC.
System location:
Farm Credit System Insurance Corporation, McLean, Virginia 22102-
0826.
Categories of individuals covered by the system:
Current and former Corporation employees.
Categories of records in the system:
Letters, memorandums, and other documents pertaining to the
operations of the Corporation.
Authority for maintenance of the system:
12 U.S.C. 2277a-7, 2277a-8.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) 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.
(2) 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.
(3) 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 and 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.
(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) It shall be a routine use of the records in this system of
records to disclose them to the Department of Justice or to disclose
them 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 or 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 use of such records by the Department of Justice or the use of
such records in the proceeding 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 or the disclosure of such records in the
proceeding is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(6) 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.
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 a locked cabinet in an area that is
secured after business hours.
Retention and disposal:
In accordance with National Archives and Records Administration
General Records Schedule requirements.
System manager(s) and address:
Administrative Specialist, Farm Credit System Insurance
Corporation, McLean, Virginia 22102-0826.
Notification procedure:
All inquiries about this system of records shall be addressed to:
Privacy Act Officer, Farm Credit System Insurance Corporation,
McLean, Virginia 22102-0826.
Record access procedures:
Requests for access to a record shall be directed to: Privacy Act
Officer, Farm Credit System Insurance Corporation, McLean, Virginia
22102-0826, as provided in 12 CFR 1403.3.
Contesting record procedures:
Requests for amendments of a record shall be directed to: Privacy
Act Officer, Farm Credit System Insurance Corporation, McLean,
Virginia 22102-0826, as provided in 12 CFR 1403.7.
Record source categories:
Information in this system of records either comes from the
individual to whom it applies or comes from information supplied by
agency officials.
FARM CREDIT SYSTEM INSURANCE CORPORATION
FARM CREDIT SYSTEM INSURANCE CORPORATION
12 CFR PART 1403--PRIVACY ACT REGULATIONS
Sec.
1403.1 Purpose and scope.
1403.2 Definitions.
1403.3 Procedures for requests pertaining to individual records in a
record system.
1403.4 Times, places, and requirements for identification of
individuals making requests.
1403.5 Disclosure of requested information to individuals.
1403.6 Special procedures for medical records.
1403.7 Request for amendment to record.
1403.8 Agency review of request for amendment of record.
1403.9 Appeal of an initial adverse determination of a request to amend
a record.
1403.10 Fees for providing copies of records.
1403.11 Criminal penalties.
1403.12 Exemptions.
Authority: Secs. 5.58, 5.59 of the Farm Credit Act (12 U.S.C. 2277a-7,
2277a-8); 5 U.S.C. app. 3, 5 U.S.C. 552a.
Source: 59 FR 53084, Oct. 21, 1994, unless otherwise noted.
Sec. 1403.1 Purpose and scope.
(a) This part is published by the Farm Credit System Insurance
Corporation 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 that person, and for review of such
records.
(b) The records covered by this part include:
(1) Personnel and employment records maintained by the Farm Credit
System Insurance Corporation not covered by Secs. 293.101 through
293.108 of the regulations of the Office of Personnel Management (5 CFR
293.101 through 293.108); and
(2) Other records contained in record systems maintained by the Farm
Credit System Insurance Corporation.
(c) This part does not apply to any records maintained by the Farm
Credit System Insurance Corporation in its capacity as a receiver or
conservator.
Sec. 1403.2 Definitions.
For the purposes of this part:
(a) Agency means the Farm Credit System Insurance Corporation. It does
not include the Farm Credit System Insurance Corporation when it is
acting as a receiver or a conservator;
(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.
Sec. 1403.3 Procedures for requests pertaining to individual records
in a record system.
(a) Any present or former employee of the Farm Credit System Insurance
Corporation seeking access to that person's official civil service
records maintained by the Farm Credit System Insurance Corporation shall
submit a request in such manner as is prescribed by the Office of
Personnel Management.
(b) Individuals shall submit their requests in writing to the Privacy
Act Officer, Farm Credit System Insurance Corporation, McLean, Virginia
22102-0826, when seeking to obtain the following information from the
Farm Credit System Insurance Corporation:
(1) Notification of whether the agency maintains a record pertaining
to that person in a system of records;
(2) Notification of 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.
Sec. 1403.4 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.
Sec. 1403.5 Disclosure of requested information to individuals.
(a) The Privacy Act Officer shall, within a reasonable period of time
after the date of receipt of a request for information of 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. 1403.10.
(b) If access to a record is denied because the information therein
has been compiled by the Farm Credit System Insurance Corporation in
reasonable anticipation of a civil or criminal action proceeding, the
Privacy Act Officer 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 Privacy Act 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 System Insurance
Corporation for inspection of the record.
Sec. 1403.6 Special procedures for medical records.
Medical records in the custody of the Farm Credit System Insurance
Corporation which are not subject to Office of Personnel Management
regulations shall be disclosed either to the individual to whom they
pertain or that person's authorized or legal representative or to a
licensed physician named by the individual.
Sec. 1403.7 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 identify
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.
Sec. 1403.8 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 the refusal to amend the
record and of the reasons therefor, and advise that the individual may
appeal such determination as provided in Sec. 1403.9.
Sec. 1403.9 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
the individual's request to amend a record or otherwise, the individual
may appeal to the Chief Operating Officer, Farm Credit System Insurance
Corporation, McLean, Virginia 22102-0826.
(b) The appeal shall be by letter, mailed or delivered to the Chief
Operating Officer, Farm Credit System Insurance Corporation, McLean,
Virginia 22102-0826. 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 Chief Operating Officer not later than 30 days (excluding Saturdays,
Sundays, and legal holidays) from receipt of the request for such
review, unless the Chief Operating Officer 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 Chief Operating Officer 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 the refusal to amend a record as requested is confirmed, 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.
Sec. 1403.10 Fees for providing copies of records.
Fees for providing copies of records shall be charged in accordance
with Secs. 1402.22 and 1402.24 of this chapter.
Sec. 1403.11 Criminal penalties.
Section 552a(i)(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. 1403.12 Exemptions.
Specific. Pursuant to 5 U.S.C. 552a(k)(5), the investigatory material
compiled for law enforcement purposes in the following system 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:
Personnel Security Files--FCSIC.