[Privacy Act Issuances (2005)]
[From the U.S. Government Publishing Office, www.gpo.gov]
DEPARTMENT OF AGRICULTURE
Agricultural Marketing Service
USDA/AMS-1
System name: Employment History Records for Licensed Nonfederal
Employees, USDA/AMS.
System location: Agricultural Marketing Service, USDA, 14th and
Independence Avenue, Washington, DC 20250.
Categories of individuals covered by the system: Commodity
Inspectors, Graders, Weighers, Classers, Collaborators, Licensed
Plant Employees, Agents, Appointees, Samplers.
Categories of records in the system: This system consists of such
information as applications for license, license files, bonding
records, biographical data, periods of employment, performance
ratings, commodities qualified to inspect, grader's powers of
attorney, recommendations for reemployment, factors which affect or
might affect desirability as an inspector, supervisory potential,
declaration sheets, preference sheets, current, expired, and voided
licenses, license examinations and score sheets, license renewal
score sheets, miscellaneous notes and memoranda, e.g. transfers,
cancellations, corrective action letters, letters of caution or
warning, inspection/grading performance/productivity data, letters of
suspension, indictment, complaint, proposals to revoke license, etc.
Content and extent of these records vary by commodity, program and
season.
Authority for maintenance of the system: 7 U.S.C. 51-65, 241-273,
451-469, 471-476, 491, 493-499, 499a-499s, 411-511q, 601 et seq,
1551-1611.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to
states or other Federal agencies to determine verification of
employment or length of service for retirement purposes; referral to
Civil Service Commission for required records and reports; to
Government Accounting Office for required records and reports to
Department of Justice for required records and reports. Referral to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto.
``Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.''
Referral to a court, magistrate or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: File folders, notebooks, and cardex files.
Retrievability: Records are indexed by name of licensee and/or
license number.
Safeguards: Government office buildings, locked and unlocked file
cabinets and locked offices.
Retention and disposal: Records maintained indefinitely or until
separation or retirement or in accordance with prescribed retention
schedule. They are destroyed in conformance with prescribed retention
schedules. These records schedules have been implemented by
Agricultural Marketing Service Instruction 270-1, Records Management
Program.
System manager(s) and address: Each of the following Division
Directors:
Cotton Division
Livestock, Poultry, Grain, and Seed Division
Tobacco Division
Transportation and Warehouse Division
Notification procedure: Any individual may request information
concerning himself from this system from the Office of the Division
Director having custody of his records at the system location.
Record access procedures: Any individual may obtain information as
to the procedure for gaining access to a record in the system that
pertains to him by submitting a request to the appropriate Division
Director listed above.
Contesting record procedures: Any individual may obtain
information as to the procedure for contesting a record in the system
that pertains to him by submitting a request to the appropriate
Division Director listed above.
Record source categories: Information in this System comes
primarily from licensees, supervisors, with additional data provided
by references and investigative personnel.
USDA/AMS-2
System name: Milk Market Administrators (MMA) Producer Payroll
System, USDA/AMS.
System location: Milk Market Administrator's Offices at the
following locations:
Arizona
Market Administrator
2617 North 24th Street
Phoenix, AZ 85008
Phone: 602 275-7641
Arkansas
Market Administrator
PO Box 4225
Asher Avenue Station
Little Rock, AR 72214
Phone: 501 663-6395
Colorado
Market Administrator
7 Parker Pl.
2600 S. Parker Rd.
Aurora, CO 80014
Phone: 303 837-2461
Florida
Market Administrator
PO Box 11368
Fort Lauderdale, FL 33306
Phone: 305 565-2583
Georgia
Market Administrator
PO Box 49025
Atlanta, GA 30359
Phone: 404 455-6323
Illinois
Market Administrator
800 Roosevelt Road
Building A, Suite 200
Glen Ellya, IL 60137
Phone: 312 858-8400
Indiana
Market Administrator
PO Box 55527
Indianapolis, IN 46205
Phone: 317 269-6107
Kansas
Market Administrator
PO Box 4606
Overland Park, KS 66204
Phone: 913 648-1050
Kentucky
Market Administrator
PO Box 18030
Louisville, KY 40218
Phone: 502 499-0040
Louisiana
Market Administrator
PO Box 7250
Metairie, LA 70011
Phone: 504 837-9381
Massachusetts
Market Administrator
230 Congress Street, Room 403
Boston, MA 02110
Phone: 617 542-8636
Michigan
Market Administrator
2684 West Elevan Mile Road
Berkley, MI 48072
Phone: 313 548-1603
Minnesota
Market Administrator
4570 West 77th Street, Suite 210
Minneapolis, MN 55435
Phone: 612 831-5292
Missouri
Market Administrator
PO Box 1485
Maryland Heights, MO 63043
Phone: 314 567-4730
New York
Market Administrator
205 East 42nd Street
New York, NY 10017
Phone: 212 557-0343
Ohio
Market Administrator
PO Box 30128
Cleveland, OH 44130
Phone: 216 826-3220
Market Administrator
PO Box 29226
Columbus, OH 43229
Phone: 614 891-1851
Oklahoma
Market Administrator
PO Box 45563
Tulsa, OK 74145
Phone: 918 622-3411
Oregon
Market Administrator
PO Box 23606
Portland, OR 97223
Phone: 503 639-8806
Texas
Market Administrator
PO Box 29529
Dallas, TX 75229
Phone: 214 243-1504
Virginia
Market Administrator
PO Box 710
Alexandria, VA 22313
Phone: 703 549-7000
Categories of individuals covered by the system: Dairy farmers
delivering producer milk to regulated handlers.
Categories of records in the system: This system consists of
information pertaining to the quantities and value of milk delivered
to regulated handlers by individual dairy farmers.
Authority for maintenance of the system: 7 U.S.C. 601 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal, or regulatory in nature,
and whether arising by general statute or particular program statute,
or by rule, regulation or order issued pursuant thereto.
Referral to a court, magistrate or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
``Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Manual card files or automated disk or tape files.
Retrievability: Records are indexed by name of producer and/or by
ID number.
Safeguards: Government office building, locked offices, locked
files cabinets.
Retention and disposal: Records are maintained and destroyed in
accordance with retention schedule number II NNA-1588 approved by the
84th Congress, first session, on July 13, 1955.
System manager(s) and address: Each Market Administrator at the
address listed above.
Notification procedure: Any individual may request information
about himself from the appropriate Market Administrator at the
address listed above. The request should indicate the individual's
name, address and type of information being sought.
Record access procedures: Any individual may obtain information as
to the procedure for gaining access to a record in the System which
pertains to him by submitting a written request to the appropriate
offices referred to in the preceding paragraph.
Contesting record procedures: Any individual may obtain
information as to the procedure for contesting a record in the System
which pertains to him by submitting a written request to the
appropriate offices referred to in the preceding paragraph.
Record source categories: Information in this system comes
primarily from regulated handlers and cooperative associations. Some
additional data is provided by health authorities with respect to
Grade A quality standards and investigative personnel.
USDA/AMS-3
System name: Perishable Agricultural Commodities Act (PACA)--
History Files of Principals.
System location: Regulatory Branch, Fruit and Vegetable Division,
Agricultural Marketing Service, USDA, Washington, DC 20250.
Categories of individuals covered by the system: Partners of
General or limited partnerships, individual proprietors, officers,
directors and holders of more than ten percent of outstanding stock
of a corporate entity subject to the PACA.
Categories of records in the system: Card files used to identify
the partnership, corporate entity in which the principal is or was
responsibly connected as defined by the PACA. This system also
contains felony and bankruptcy information relating to the principal.
Authority for maintenance of the system: 7 U.S.C. 499a-499s.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program statute,
or by rule, regulation or order issued pursuant thereto.
Referral to a court, magistrate or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
``Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Unlocked cardex file cabinets.
Retrievability: Alphabetical by name.
Safeguards: Government office building.
Retention and disposal: Records are maintained and destroyed in
accordance with retention schedule number NN 165-106 approved by the
89th Congress, first session on April 1, 1965.
System manager(s) and address: Chief, Regulatory Branch at the
address listed above.
Notification procedure: Any individual may request information
concerning himself from the system manager listed at the address
above.
Record access procedures: Any individual may obtain information as
to the procedure for gaining access to a record in the system that
pertains to him by submitting a request to the system manager at the
address above.
Contesting record procedures: Any individual may obtain
information as to the procedure for contesting a record in the system
that pertains to him by submitting a request to the system manager at
the address above.
Record source categories: Individuals, partners, and authorized
officers of corporate entities.
USDA/AMS-4
System name: Administrative Proceedings Brought Pursuant to the
Authority of Section 8c(15)(a) of the Agricultural Marketing
Agreement Act of 1937, as amended, USDA/AMS.
System location: Agricultural Marketing Service, United States
Department of Agriculture; Washington, DC 20250 and Milk Market
Administrator's Offices at locations listed in USDA/AMS-3.
Categories of individuals covered by the system: Individuals
regulated by the subject Act who file a petition with the Secretary
of Agriculture pursuant to the authority of the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intra- and interdepartmental
recommendations.
Authority for maintenance of the system: 7 U.S.C. 601 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation of
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto. (2)
Presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations. (3)
Presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal. (4) Disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Government office buildings, locked offices, or locked
file cabinets.
Retention and disposal: Records are maintained in conformance with
appropriate General Services Administration destruction schedules and
implemented by AMS Instruction 270-1, Records Management Program.
System manager(s) and address: Fruit and Vegetable Division
Director or Dairy Division Director and each Milk Market
Administrator at the addresses cited in the System location.
Notification procedure: Any individual may request information
concerning himself from this system from Fruit and Vegetable Division
Director or from the appropriate Milk Market Administrator's office
having custody of his records. A request for information should be
addressed to Director, Fruit and Vegetable Division or to the Milk
Market Administrator, United States Department of Agriculture, as
appropriate, at the address shown under Location and should contain:
Name, address, and particular information requested.
Record access procedures: Any individual may obtain information as
to the procedures for gaining accesss to a record in the System which
pertains to him by submitting a written request to the Director,
Fruit and Vegetable Division or to the appropriate Milk Market
Administrator's office, as appropriate, referred to in the preceding
paragraph.
Contesting record procedures: Any individual may obtain
information as to the procedures for contesting a record in the
System which pertains to him by submitting a written request to the
Director, Fruit and Vegetable Division or to the appropriate Milk
Market Administrator's office referred to in the preceding paragraph.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/AMS-5
System name: Court Cases Brought by the Government Pursuant to
the Following Acts, as amended: Agricultural Marketing Agreement
Act of 1937, Agricultural Marketing Act of 1946, Agricultural Fair
Practices Act, Cotton Research and Promotion Act of 1966, Egg
Research and Consumer Information Act of 1974, or the Potato
Research and Promotion Act, USDA/AMS.
System location: Agricultural Marketing Service, United States
Department of Agriculture, Washington, DC 20250 and Milk Market
Administrator's Offices at the locations listed in USDA/AMS-3.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Acts and who may be investigated for
possible violations of the Acts and/or against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intra- and interdepartmental
recommendations pertaining to an alleged violation of the subject
Acts.
Authority for maintenance of the system: 7 USC 601 et seq, 2101 et
seq, and 2301 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, or local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, law,
rule, regulation or order issued pursuant thereto, of any record
within this system when information available indicates a violation
or potential violation of law, whether civil, criminal or regulatory
in nature, and whether arising by general statute or particular
program statute, or by rule, regulation or order issued pursuant
thereto. (2) Presentation or disclosure to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system as evidence
in a proceeding or which is sought in the course of discovery
including disclosure to opposing counsel in the course of settlement
negotiations. (3) Presentation, as needed, in the course of
presenting evidence, to the appropriate Government officials charged
with the responsibility of defending the Government before a court,
magistrate, or administrative tribunal. (4) Disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in the file folders at the
applicable address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Government office buildings, locked offices or locked
file cabinets.
Retention and disposal: Records are maintained in conformance with
appropriate General Services Administration destruction schedules and
implemented by AMS Instruction 270-1, Records Management Program.
System manager(s) and address: Cotton, Dairy, Fruit and Vegetable,
and Livestock, Poultry, Grain, and Seed Division Directors and each
Milk Market Administrator at the addresses cited in the System
location.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 USC 552a(k)(2) from the requirements
of 5 USC 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f)
because it consists of investigatory material compiled for law
enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/AMS-6
System name: Court Cases Brought Pursuant to the Authority of
the Agricultural Marketing Agreement Act of 1937, as amended in
which the Government is Defendant, USDA/AMS.
System location: Agricultural Marketing Service, United States
Department of Agriculture, Washington, DC 20250 and Milk Market
Administrator's Offices at the locations listed in USDA/AMS-3.
Categories of individuals covered by the system: Individuals
regulated or not regulated by the subject Act who bring suit against
the Government or a Government official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intra- and interdepartmental
recommendations pertaining to an alleged violation of the subject
Act.
Authority for maintenance of the system: 7 USC 601 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto. (2)
Presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations. (3)
Presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal. (4) Disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Government office buildings, locked offices, or locked
file cabinets.
Retention and disposal: Records are maintained in conformance with
appropriate General Services Administration destruction schedules and
implemented by AMS Instruction 270-1, Records Management Program.
System manager(s) and address: Fruit and Vegetable Division
Director or Dairy Division Director and each Milk Market
Administrator at the addresses cited in the System location.
Notification procedure: Any individual may request information
concerning himself from this system from the Fruit and Vegetable
Division Director or from appropriate Milk Market Administrator's
office having custody of his records. A request for information
should be addressed to the Director, Fruit and Vegetable Division or
to the Milk Market Administrator, United States Department of
Agriculture, as appropriate, at the address shown under Location and
should contain: Name, address, and particular information requested.
Record access procedures: Any individual may obtain information as
to the procedure for gaining access to a record in the System which
pertains to him by submitting a written request to the Director,
Fruit and Vegetable Division, or to the appropriate Milk Market
Administrator's office referred to in the preceding paragraph.
Contesting record procedures: Any individual may obtain
information as to the procedures for contesting a record in the
System which pertains to him by submitting a written request to the
Director, Fruit and Vegetable Division or to the approriate Milk
Market Administrator's office referred to in the preceding paragraph.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/AMS-7
System name: Subsidiary Personnel and Pay Records, USDA/AMS.
System location: Agricultural Marketing Service, United States
Department of Agriculture, Washington, DC 20250 and Region, Area, and
Field Offices at locations listed in the Agricultural Marketing
Service Field Office Listing publication.
Categories of individuals covered by the system: Present and
former employees and applicants for employment with the Agricultural
Marketing Service.
Categories of records in the system: The system consists of copies
of materials maintained in Official Personnel Folders, such as
personnel action documents, applications for employment, education
and training data, performance and appraisal ratings, as well as time
and attendance reports, earnings statements, and service record
cards.
Authority for maintenance of the system: 5 U.S.C. 301
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) By agency
officials for purposes of review in connection with appointments,
promotions, within-grade increases, training, transfers, and
determination of qualifications of an individual. (2) To provide
information to a prospective employer of a Federal Government
employee or former Federal Government employee or to an organization
at the request of the individual. (3) Referral to the Civil Service
Commission, Department of Labor, and Office of Management and Budget
for required records and reports. (4) Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law, or
of enforcing or implementing the statute, rule, regulation or order
issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation of
law, whether civil, criminal, or regulatory in nature, and whether
arising by general statute or particular program statute, or by rule,
regulation or order issued pursuant thereto. (5) Referral to a court,
magistrate or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within this system
which constitutes evidence in that proceeding, or which is sought in
the course of discovery. (6) Presentation, as needed, in the course
of presenting evidence to the appropriate Government officials
charged with the responsibility of defending the Government before a
court, magistrate or administrative tribunal. (7) Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders and on file cards
at the applicable addresses listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Government office buildings, locked offices, or locked
file cabinets.
Retention and disposal: Records are maintained in conformance with
appropriate General Services Administration disposal schedules and
inplemented by AMS Instruction 270-1, Records Management Program.
System manager(s) and address: Personnel Division Director.
Notification procedure: Any individual may request information
concerning himself from this system from the Personnel Division
Director or from the individual's supervisor at the appropriate
office having custody of his records. A request for information
should be addressed to Director, Personnel Division or to the
Officer-in-Charge, as appropriate, at the address shown under
Location and should contain: Name, address, and particular
information requested.
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the System which
pertains to him by submitting a written request to the Director,
Personnel Division or to the appropriate Officer-in-Charge referred
to in the preceding paragraph.
Contesting record procedures: Any individual may obtain
information as to the procedures for contesting a record in the
System which pertains to him by submitting a written request to the
Director, Personnel Division or to the appropriate Officer-in-Charge
referred to in the preceding paragraph.
Record source categories: Information in this System comes from
the individual to whom it applies or is derived from information the
individual supplied except information provided by agency officials
on performance, appraisal, pay, leave, and allowance records.
USDA/AMS-8
System name: Court Cases Brought by the Government Pursuant to
the Following Acts: Agriculutral Marketing Act of 1946, Egg
Products Inspection Act.
System location:
Agricultural Marketing Service, U.S. Department of Agriculture,
14th & Independence Avenue, SW, Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who are regulated by the subject Acts and who may be
investigated for possible violations of the Acts and/or against whom
the Department recommends that an enforcement action be brought by
the Government.
Categories of records in the system:
The System consists of investigatory material which may include
intra- and interdepartmental recommendations pertaining to an alleged
violation of the subject Acts.
Authority for maintenance of the system:
7 U.S.C. 1621 et seq., and 1031 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation law, or of enforcing or implementing a
statute, law, rule, regulation or order issued pursuant thereto, of
any record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto. (2) Presentation or disclosure to a court,
magistrate or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within the system
as evidence in a proceeding or which is sought in the course of
discovery including disclosure to opposing counsel in the course of
settlement negotiations. (3) Presentation, as needed, in the course
of presenting evidence, to the appropriate Government officials
charged with the responsibility of defending the Government before a
court, magistrate, or administrative tribunal. (4) Disclosure may be
made to a Congressional office from the record of an individual in
response to an inquiry from the Congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in the file folders at the applicable
address listed above.
Retrievability:
Records are indexed by name of the individual.
Safeguards:
Government office buildings, locked offices or locked file
cabinets.
Retention and disposal:
Records are maintained in conformance with appropriate General
Services Administration destruction schedules.
System manager(s) and address:
Poultry Division Director at the address cited in the System
location.
System exempted from certain provision of the act:
This system has been exempted pursuant to 5 U.S.C. 552a(k)(2)
from the requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(g),
(h), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action to escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/AMS-9
System name: Persons Engaged in Business as Livestock Market
Agencies and Dealers under the Provisions of the Packers and
Stockyards Act, USDA/AMS.
System location: Registrations, Bonds, and Reports Branch,
Livestock Marketing Division, Packers and Stockyards Agricultural
Marketing Service, United States Department of Agriculture,
Washington, DC. Also duplicate files for specific geographical
regions maintained in the thirteen (13) Regional Supervisory Offices
of P&S.
Categories of individuals covered by the system: Individuals who
have applied for registration or are registered as livestock market
agencies and dealers under the Packers and Stockyards Act.
Categories of records in the system: The system consists of index
cards bearing the names of individuals who are registered under the
provisions of the Act. Also cross-reference cards bearing the names
of individuals who are owners or officers of registrant firms. From
the index cards access may be gained to other systems of records
identified as follows: (1) Registration Record Cards, (2) Case Record
Cards, (3) Bond Claim Record Cards, (4) Registration Jurisdictional
Files and (5) Stockyard Jurisdictional Files.
Authority for maintenance of the system: 7 U.S.C. 181 et. seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To answer
inquiries from Federal and State agencies, livestock trade
organizations, and others having a definite and proved interest in
such records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in card file cabinets and file
folders at the applicable address listed above.
Retrievability: All index cards are maintained in an alphabetical
order by name of registrant and by name of owners or officers of
registrant firms.
Safeguards: Records are kept in locked cabinets under the
supervision of competent personnel.
Retention and disposal: All files mentioned are maintained during
active life of registration. When rendered inactive records are
maintained for a period of two years in accordance with an approved
records disposition schedule.
System manager(s) and address: Chief, Registrations, Bonds and
Reports Branch, Livestock Marketing Division, Packers and Stockyards,
Agricultural Marketing Service, USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from System Manager,
Telephone (202-447-4615 or 16). A request for information pertaining
to an individual should contain that individual's full name, and
current mailing address.
Record access procedures: Any individual desiring to gain access
to a record maintained in the system which pertains to him may do so
by submitting a written request to the appropriate official referred
to in the preceding paragraph.
Contesting record procedures: Use same procedures as followed in
seeking access.
Record source categories: Information in this system comes
primarily from individuals who make application for registration or
who are registered under the Packers and Stockyards Act, 1921, as
amended. A limited amount of information in the system is obtained
from other sources such as corporate surety companies, persons acting
as trustee on bonds or bond equivalents and Packers and Stockyards
Regional Supervisory personnel.
USDA/AMS10
System name: Poultry Grading/Inspection Monitoring System.
System location:
USDA, Washington Computer Center, Washington, DC 20250.
Categories of individuals covered by the system:
Poultry Grading Branch and State employees licensed to grade and/
or inspect poultry and/or poultry products.
Categories of records in the system:
Information on the condition of the plant and comparative grading
and examinations peformed by the grader/inspector and the supervisor.
The information is taken from Poultry Division forms, Employee's
Performance Record, Daily Report of Egg Drying Activities, and Daily
Report of Plant Operations.
Authority for maintenance of the system:
The Agricultural Marketing Act of 1946 (60 Stat. 1037, as
amended; 7 U.S.C., Section 1621 et seq.), and the Egg Products
Inspection Act of 1970 (84 Stat. 1620 et seq., 21 U.S.C., Sections
1031-1056).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The use of records will be limited to Poultry Division employees
involved in the management of the grading/inspection programs. This
includes the Branch Chief and Assistant to the Director, and the
National Technical Supervisors. Selected reports will be sent to
regional directors. The system will be used to identify problem areas
in the grading/inspection of products. This will include employee/
supervisory/ plant performance on an area, regional, and national
level. The system will also be used to develop percentages and
statistics relating to grade standard tolerances.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders; computer disk; computer paper
printouts.
Retrievability:
Records are indexed and accessed by social security number or a
selected number for a particular individual and region.
Safeguards:
Each regional office has a separate logo identification and
password to the computer for input. Reports are run by the national
office. Paper records and printouts will be maintained in locked file
cabinets or locked offices.
Retention and disposal:
Automated records will be deleted after 2 years. Printouts will
be destroyed after 2 years. Daily Report of Plant Operation and
Reports of Egg Drying Operations will be destroyed after 1 year.
Employee's Performance Record will be destroyed after 3 years.
System manager(s) and address:
Chief, Poultry Grading Branch, Poultry Division, USDA, AMS,
Washington, DC 20250.
Notification procedure:
Individuals may request information concerning their records by
contacting the system manager.
Record access procedures:
Any individual may obtain information as to the procedure for
gaining access to a record in the system that pertains to him/her
from the system manager.
Contesting record procedures:
Any individual may obtain information as to the procedure for
contesting a record in the system that pertains to him/her from the
system manager.
Record source categories:
Information contained in the system is obtained from Federal
Grading Branch employees, licensed State employees, and their Federal
supervisors.
USDA/AMS-11
System name: AMS Office of Compliance Review Cases.
System location:
U.S. Department of Agriculture, Agricultural Marketing Service,
Office of Compliance, Room 3529-S, 14th and Independence Ave., SW,
Washington, DC 20250.
Categories of individuals covered by the system:
AMS employees, such as commodity graders, inspectors,
supervisors; various industry Committee or Board members and/or
managers; employees of various industry organizations; and any other
individuals involved in a review or investigation as an alleged
violator or otherwise the subject of a review or investigation.
Categories of records in the system:
The system consists of investigatory files regarding cases
involving the AMS Office of Compliance. These files contain reports
by AMS Compliance and other investigative entities such as the Office
of the Inspector General, USDA. They also contain evidence gathered
in the course of reviews and investigations, as well as intra and
interdepartmental recommendations. The records system also includes a
tracking system maintained by computer which provides current status
reports on all cases involving the Agency.
Authority for maintenance of the system:
The Office of Compliance is responsible for compliance activities
pertaining to programs administered by AMS authorized by the
legislation listed in 7 CFR 2.50.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local, or foreign, charged with the responsibility of investigating
or prosecuting a violation of law, or of enforcing or implementing
the statute, rule, regulation, or order issued pursuant thereto, of
any record within this system, when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regualtory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto;
(2) Referral to the Department of Justice when (a) the agency, or
any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or
her individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the use of such records by the Department of Justice
is deemed by the agency to be relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative
body before which the agency is authorized to appear, when (a) the
agency, or any component thereof; or (b) any employee of the agency
in his or her official capacity; or (c) any employee of the agency in
his or her individual capacity where the agency has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation, provided, however, that in
each case, the agency determines that disclosure of the records to
the court is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(4) Records may be disclosed in response to a request for
discovery or for the appearance of a witness, to the extent that what
is disclosed is relevant to the subject matter involved in a pending
judicial or administrative proceeding.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in file folders and in computer data files at
the address listed under ``System location.''
Retrievability:
The records filed in this system are issued a primary name and
case number specifying the appropriate division in AMS to which they
pertain. A secondary name stating the subject being investigated is
also issued. The records are filed in order of occurrence. Files are
retrieved by identifying the division, subject, and case number.
Safeguards:
Records are stored in file folders and computer data files. The
computer data base in accessed through a procedure used by the
Compliance Staff. Offices containing these records are locked during
nonbusiness hours and when offices are otherwise vacant. All records
are accessible to AMS Compliance Staff.
Retention and disposal:
Records are maintained and destroyed in accordance with AMS
Directive 270.1 ``Files Maintenance and Records Disposition
Handbook.'' Records are maintained for a period of three years at the
system location, after which they are to be disposed of by authority
of the National Archives and Records Administration.
System manager(s) and address:
Questions or requests regarding this system can be sent to the
Associate Deputy Administrator for Compliance at the address listed
under ``System location.''
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(k)(2), material in this system of
records is exempt from the rquirements of 5 U.S.C. 552a(c)(3), (d),
(e)(1), (e)(4)(G), (H), and (I), and (f), because it consists of
investigatory material compiled for law enforcement purposes. See 7
CFR 1.123. 5 U.S.C. 552a(d) requires that an individual be given
access to and the right to amend files pertaining to him or her.
Individual access to these files could impair investigations in
progress and alert subjects involved in the investigations that their
actions are under scrutiny, which may allow them the opportunity to
alter their actions or prevent detection of any illegal actions to
escape prosecution. Release of these records would also disclose
investigative techniques and procedures employed by AMS and other
agencies, which would hamper law enforcement activities.
5 U.S.C. 552a(c)(3) requires that an accounting of disclosures be
made available to an individual. This would impair investigations by
alerting subjects of investigations to the existence of those
investigations. Release of the information could result in the
altering or destruction of documentary evidence, improper influencing
of witnesses, and other activities that could impede or compromise
the investigation.
5 U.S.C. 552a(e)(1) requires that only such information as is
relevant and necessary to accomplish a purpose of the agency required
by statute or Executive Order can be maintained. Exemption from this
provision is required because relevance and necessity can be
determined only after information is evaluated. Evaluation at the
time of collection is too time consuming for the efficient conduct of
an investigation. Further, determining relevance or necessity of
specific information in the early stages of an investigation is not
possible.
5 U.S.C. 552a(e)(4)(G) and (H), and (f) provide for notification
and access procedures. These requirements, if followed, would
necessarily alert subjects of investigations to the existence of the
investigation which could impair the investigation. Access to the
records likewise could interfere with investigative and enforcement
proceedings; disclose confidential informants and information;
constitute an unwarranted invasion of personal privacy of others; and
reveal confidential investigative techniques and procedures.
5 U.S.C. 552a(e)(4)(I) requires that categories of sources of
records in each system be published. Application of this provision
could disclose investigative techniques and procedures and cause
sources to refrain from giving such information because of fear of
reprisal, or fear of breach of promises of anonymity and
confidentially. This would compromise the ability to conduct
investigations.
Agricultural Research Service
USDA/ARS-1
System name: Solicitation of Bids or Proposals for Procurement
Contracts, USDA/ARS.
System location:
Office of the Director, USDA-ARS-Contracting and Assistance
Division, 6303 Ivy Lane, Room 838, Greenbelt, Maryland 20770-1433
Office of the Director, USDA-ARS-Facilities Construction
Management Division, 6303 Ivy Lane, Room 809, Greenbelt, Maryland
20770-1433
Area Administrative Officer, USDA-ARS-Beltsville Area, NAL
Building, 4th Floor, Room 429, Bletsville, Maryland 20705
Area Administrative Officer, USDA-ARS-Mid South Area, PO Box
225, Stoneville Road, Stoneville, Mississippi 38776.
Area Administrative Officer, USDA-ARS-Midwest Area, 1815 North
University Street, Peoria, Illinois 61604.
Area Administrative Officer, USDA-ARS-North Atlantic Area, 600
East Mermaid Lane, Philadelphia, Pennsylvania 19118.
Area Administrative Officer, USDA-ARS-Northern Plains Area,
2625 Redwing Road, Suite 350, For Collins, Colorado 80526.
Area Administrative Officer, USDA-ARS-Pacific West Area, 800
Buchanan Street, Albany, California 94710.
Area Administrative Officer, USDA-ARS-South Atlantic Area, P.O.
Box 5677, College Station Road, Athens Georgia 30613.
Area Administrative Officer, USDA-ARS-Southern Plains Area,
7607 Eastmark Drive, College Station, Texas 77840.
Categories of individuals covered by the system:
Individuals who submit bids or proposals to furnish supplies or
perform services under contract with ARS.
Categories of records in the system:
The system consists of files of all bids or offers received and
awards made in regard to solicitations issued by ARS, including
copies of actual bids or offers and modifications thereto, and
reports or statements by bidders or offerors about their financial
and professional or technical capabilities with respect to furnishing
the supplies or rendering the services described in the solicitation.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
This information is used by the contract specialists in the day-
to-day administration of the contracts; in deciding courses of action
in the event of contractor default; and in handling congressional
inquiries and protests made by other competing bidders or offerors.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records in this system may be disclosed: (1) To the Department of
Justice when relevant and useful for the defense of suits against the
United States or its officers or for the institution of suits for the
recovery of claims by the USDA; (2) to an appropriate agency, whether
Federal, State, or local, charged with the responsibility of
investigating or prosecuting a violation of law or rule, regulation,
or order issued pursuant thereto, when information available
indicates a violation or potential violation of law, whether civil,
criminal, or regulatory in nature, and whether arising by general
statute or particular program statute, or by rule, regulation, or
order issued pursuant to such statute; (3) in response to a request
for discovery or appearance of a witness, to the extent that what is
disclosed is relevant to the subject matter involved in a pending
judicial or criminal proceeding or in response to a subpoena issued
in a proceeding before a court or adjudicative body, to the extent
that the records requested are relevant to the proceedings; and (4)
to a congressional office in response to an inquiry from a
congressional office made at the request of the individual to whom
the record pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by solicitation number, contract number, and
name of contractor.
Safeguards:
Records are kept in locked file cabinets and offices when not in
the custody of procurement officers or their subordinates.
Retention and disposal:
Records are maintained until 6 years after contract termination
or final contract payment is made.
System manager(s) and address:
Office of the Director, Contracting and Assistance Division,
USDA-ARS, NAL Building, 6303 Ivy Lane, Room 838, Greenbelt, Maryland
20770-1433;Office of the Director, Facilities Construction Management
Division, USDA-ARS, 6303 Ivy Lane, Room 809, Greenbelt, Maryland
20770-1433; or the Area Administrative Officers at the addresses
given herein.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from the System Manager.
Record access procedures: Any individual may gain access to a
record in the system that pertains to him by submitting a written
request to the System Manager.
Contesting record procedures: Any individual may contest a record
in the system that pertains to him by submitting pertinent written
information to the System Manager.
Record source categories:
Information in this system comes from the business firm or
individual concerned or the Small Business Administration in the case
of small business set-aside procurements, and previous ARS records of
procurement contracts in which the business firm or individual was
the principal party to the contract.
USDA/ARS-2
System name: Research Medical Records System on Patients and
Human Volunteers Participating in Research at the ARS Human
Nutrition Research Centers in Grand Forks, Beltsville, and San
Francisco, USDA/ARS.
System location: USDA, ARS, Grand Forks Human Nutrition Research
Center, Northern Plains Area, 2420 Second Avenue North, Grand Forks,
North Dakota 58201; USDA, ARS, Beltsville Human Nutrition Research
Center, Building 308, Room 223, Beltsville Agricultural Research
Center, Beltsville, Maryland 20705; and USDA, ARS, Western Human
Nutrition Research Center, PO Box 29997, (Building 1110), Presidio of
San Francisco, California 94129.
Categories of individuals covered by the system: Individuals
participating in human research carried out by the staffs of the
Laboratories of the Human Nutrition Research Centers.
Categories of records in the system: Medical and nutritional
histories, medical and nutritional examinations, diagnostic and
treatment data, social and economic data, clinical laboratory data,
statistical summaries, and correspondence.
Authority for maintenance of the system: U.S.C. 2201, 7 U.S.C. 427,
and 7 U.S.C. 3101 et seq.
Purpose(s):
To analyze research findings and to prepare a report of the
findings (the identification of individuals who participate in the
research is not revealed in the report of research findings).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Records in this
system may be disclosed: (1) To the Department of Justice when
relevant and useful for the defense of suits against the United
States or its officers or for the institution of suits for the
recovery of claims by the USDA; (2) to an appropriate agency, whether
Federal, State, or local, charged with the responsibility of
investigating or prosecuting a violation of law or rule, regulation,
or order issued pursuant thereto, when information available
indicates a violation or potential violation of law, whether civil,
criminal, or regulatory in nature, and whether arising by general
statute or particular program statute, or by rule, regulation, or
order issued pursuant to such statute; (3) in response to a request
for discovery or appearance, of a witness, to the extent that what is
disclosed is relevant to the subject matter involved in a pending
judicial or criminal proceeding or in response to a subpoena issued
in a proceeding before a court or adjudicative body, to the extent
that the records requested are relevant to the proceedings; and (4)
to a congressional office in response to an inquiry from a
congressional office made at the request of the individual to whom
the record pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are kept in file folders or maintained on magnetic
tapes, diskettes, or microfilm.
Retrievability: Records are indexed by the name of the volunteer
and a number assigned to the volunteer.
Safeguards: Records are kept in locked file cabinets and offices.
Retention and disposal: Clinical records are maintained for a
period of 7 years. Scientific records are discarded at the discretion
of the principal investigator or research leader.
System manager(s) and address: USDA, ARS, Grand Forks Human
Nutrition Research Center, Northern Plains Area, 2420 Second Avenue,
North, Grand Forks, North Dakota 58201; USDA, ARS, Beltsville Human
Nutrition Research Center, Building 308, Room 223, Beltsville
Agricultural Research Center, Beltsville, Maryland 20705; and USDA,
ARS, Western Human Nutrition Research Center, PO Box 29997, (Building
1110), Presidio of San Francisco, California 94129.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
sytem contains records pertaining to him from the System Manager.
Record access procedures: Any individual may gain access to a
record in the system that pertains to him by submitting a written
request to the System Manager.
Contesting record procedures: Any individual may contest a record
in the system that pertains to him by submitting pertinent written
information to the System Manager.
Record source categories: Information in this system comes
primarily from the volunteer, health care personnel, other hospitals
and physicians, employers, and social agencies.
USDA/ARS-3
System name: Dosimetry Report on Individuals in USDA Required by
Radiological Safety Committee to Wear Radiation Exposure Measuring
Badges when Appropriate, USDA/ARS.
System location:
Radiological Safety Staff, ARS, USDA, 6303 Ivy Lane, 5th and
Ground Floors, Greenbelt, Maryland 20770-1433.
Categories of individuals covered by the system:
All individuals who use radioactive material and/or radiation
equipment which emit strong beta particles, neutrons, gamma rays, or
X-rays.
Categories of records in the system:
The system indicates individual's name, date of birth, and social
security number; issue date; monthly beta, gamma, neutron, and X-ray
dosages; classification of dosages as deep or shallow; and cumulative
totals for the calendar quarter, calendar year, and lifetime.
Authority for maintenance of the system:
42 U.S.C. 2111 and 42 U.S.C. 2201(b).
Purpose(s):
The system permits the maintenance of a monthly and cumulative
record of each badge wearer's radiation exposure.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records in this system may be disclosed: (1) To the Nuclear
Regulatory Commission for review, compliance, and investigation
purposes; (2) to a doctor, hospital, or other competent medical
authority in event of a medical emergency involving radiation
exposure; (3) to the Department of Labor, Veterans Administration,
Social Security Administration, U.S. Civil Service Commission,
Department of Defense, Federal agencies which may have special
civilian employee retirement programs, national, State, county,
municipal, or other publicly recognized chartiable or social security
administration agency to adjudicate a claim for benefits under the
Bureau of Retirement, Insurance, and Occupational Health or the
recipient's benefit program(s), or to conduct an analytical study of
benefits being paid under such programs; (4) to health insurance
carriers or plans participating in Federal Employees' Health Benefits
Program in support of a claim for health insurance benefits involving
radiation exposure; (5) to Federal Employees' Group Life Insurance
Program in support of a claim for life insurance benefits involving
radiation exposure; (6) to an organization to which the individual is
transferred, upon written request of that organization; (7) to the
Department of Justice when relevant and useful for the defense of
suits against the United States or its officers or for the
institution of suits for the recovery of claims by the USDA; (8) to
an appropriate agency, whether Federal, State, or local, charged with
the responsibility of investigating or prosecuting a violation of law
or rule, regulation, or order issued pursuant thereto, when
information available indicates a violation or potential violation of
law, whether civil, criminal, or regulatory in nature, and whether
arising by general statute or particular program statute, or by rule,
regulation, or order issued pursuant to such statute; (9) in response
to a request for discovery or appearance of a witness, to the extent
that what is disclosed is relevant to the subject matter involved in
a pending judicial or criminal proceeding or in response to a
subpoena issued in a proceeding before a court or adjudicative body,
to the extent that the records requested are relevant to the
proceedings; and (10) to a congressional office in response to an
inquiry from a congressional office made at the request of the
individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Current system is maintained in file drawers in Radiological
Safety Staff office. Past reports maintained in Federal Records
Center (FRC). Microfilms of past reports maintained in FRC and in
file cabinet in Radiological Safety Staff office. Index to the system
is maintained on a computer system controlled by the Radiological
Safety Staff.
Retrievability:
Records are indexed and accessed by social security number or
selected by the individual's name, agency, or location.
Safeguards:
Access is limited to authorized Radiological Staff and contractor
employees by control of access to the computers and passwords.
Records are kept in locked file cabinets and offices.
Retention and disposal:
U.S. Nuclear Regulatory Commission requires retention of records
until such time as the Commission authorizes their disposition.
System manager(s) and address:
Radiological Safety Officer, Radiological Safety Staff, ARS,
USDA, 6303 Ivy Lane, Room 530, Greenbelt, Maryland 20770-1433.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him from the System Manager.
Record access procedures:
Any individual may gain access to a record in a system that
pertains to him by submitting a written request to the System
Manager.
Contesting record procedures:
Any individual may contest a record in the system that pertains
to him by submitting pertinent written information to the System
Manager.
Record source categories:
Personal information about each individual is provided by the
individual. Dosimetry information is provided by a commercial
supplier of personal dosimeters under contract with USDA who
routinely receives, processes, and evaluates the dosimeters and
furnishes the System Manager with the appropriate information.
USDA/ARS-4
System name: Education and Radiation Training and Experience
Reports on Persons in USDA Using Radioactive Materials and/or
Equipment which Emit Ionizing Radiation, USDA/ARS.
System location:
Radiological Safety Staff, ARS, USDA, 6303 Ivy Lane, 5th Ground
Floors, Greenbelt, Maryland 20770-1433.
Categories of individuals covered by the system:
All persons in USDA who are responsible for, or independent users
of, radioactive materials and/or equipment which emit ionizing
radiation.
Categories of records in the system:
The system consists of information on a person's educational
background including formal courses and on-the-job training in
radiation; experience in actual use of radioactive materials and/or
equipment which emit ionizing radiation; experience in the use of
radiation detection and measuring instrumentation; and additional
information such as pertinent publications, speeches, etc., which
will assist in the evaluation of a person's qualifications to safely
use radioactive materials and/or equipment which emit ionizing
radiation to protect his health and to minimize danger to life or
property.
Authority for maintenance of the system:
42 U.S.C. 2111 and 42 U.S.C. 2201(b).
Purpose(s):
The system is used by the Department's Radiological Safety
Committee and Radiological Safety Staff in its determination to
approve or deny a person's procurement and use of potentially
hazardous radioactive materials and/or equipment which emit ionizing
radiation. When applicable, the system supplies information for
maintenance of required radiation exposure records on persons who are
required to wear personnel monitoring devices while using radioactive
materials and/or equipment which emit ionizing radiation.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records in this system may be disclosed: (1) To the Nuclear
Regulatory Commission for review, compliance, and investigation
purposes; (2) to the Department of Labor, Veterans Administration,
Social Security Administration, U.S. Civil Service Commission,
Department of Defense, Federal agencies which may have special
civilian employee retirement programs, national, State, county,
municipal, or other publicly recognized charitable or social security
administration agency to adjudicate a claim for benefits under the
Bureau of Retirement, Insurance, and Occupational Health or the
recipient's benefit program(s) or to conduct an analytical study of
benefits being paid under such programs; (3) to health insurance
carriers or plans participating in Federal Employees' Health Benefits
Program in support of a claim for health insurance benefits involving
radiation exposure; (4) to Federal Employees' Group Life Insurance
Program in support of a claim for life insurance benefits involving
radiation exposure; (5) disclosed to an organization to which the
individual in transferred, upon written request of that organization;
(6) to the Department of Justice when relevant and useful for the
defense of suits against the United States or its officers or for the
institution of suits for the recovery of claims by the USDA; (7) to
an appropriate agency, whether Federal, State, or local, charged with
the responsibility of investigating or prosecuting a violation of law
or rule, regulation, or order issued pursuant thereto, when
information available indicates a violation or potential violation of
law, whether civil, criminal, or regulatory in nature, and whether
arising by general statute or particular program statute, or by rule,
regulation, or order issued pursuant to such statute; (8) in response
to a request for discovery or appearance of a witness, to the extent
that what is disclosed is relevant to the subject matter involved in
a pending judicial or criminal proceeding or in response to a
subpoena issued in a proceeding before a court or adjudicative body,
to the extent that the records requested are relevant to the
proceedings; and (10) to a congressional office in response to an
inquiry from a congressional office made at the request of the
individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in file folders or maintained on computer
disks, computer printouts, microfilm, and microfiche. Information
will be transmitted and stored on USDA and contractor computers.
Retrievability:
Records are indexed and accessed by individual's name, assigned
code number, city, and State.
Safeguards:
Access is limited to authorized Radiological Safety Staff and
contractor employees by control of access to the computers and
passwords. Records are kept in locked file cabinets and offices.
Retention and disposal:
U.S. Nuclear Regulatory Commission requires retention of records
until such time as the Commission authorizes their disposal.
System manager(s) and address:
Radiological Safety Officer, Radiological Safety Staff, ARS,
USDA, 6303 Ivy Lane, Greenbelt, Maryland 20770-1433.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him from the System Manager.
Record access procedures:
Any individual gain access to a record in the system that
pertains to him by submitting a written request to the System
Manager.
Contesting record procedures:
Any individual may contest a record in the system that pertains
to him by submitting pertinent written information to the System
Manager.
Record source categories:
Personal information about each individual is provided by the
individual. Dosimetry information is provided by a commercial
supplier of personal dosimeters under contract with USDA who
routinely receives, processes, and evaluates the dosimeters and
furnishes the System Manager with the appropriate information.
USDA/ARS-5
System name: ARS Health and Fitness Center, USDA/ARS.
System location: ARS Health and Fitness Center, ARS, USDA, Building
010, BARC-West, Beltsville, Maryland 20705.
Categories of individuals covered by the system: USDA employees and
their families that are members of the ARS Health and Fitness Center.
Categories of records in the system: The system contains the
member's name, date of birth, office and home address, medical
history, general health information, and physicians name and phone
number.
Authority for maintenance of the system: 5 U.S.C. 301.
Purpose(s):
The information is made available to the staff at the ARS Health
and Fitness Center to monitor the health and physical fitness of the
members.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Records in this
system may be disclosed: (1) To the Department of Justice when
relevant and useful for the defense of suits against the United
States or its officers or for the institution of suits for the
recovery of claims by the USDA; (2) to an appropriate agency, whether
Federal, State, or local, charged with the responsibility of
investigating or prosecuting a violation of law or rule, regulation,
or order issued pursuant thereto, when information available
indicates a violation or potential violation of law, whether civil,
criminal, or regulatory in nature, and whether arising by general
statute or particular program statute, or by rule, regulation, or
order issued pursuant to such statute; (3) in response to a request
for discovery or appearance of a witness, to the extent that what is
disclosed is relevant to the subject matter involved in a pending
judicial or criminal proceeding or in response to a subpoena issued
in a proceeding before a court or adjudicative body, to the extent
that the records requested are relevant to the proceedings; and (4)
to a congressional office in response to an inquiry from a
congressional office made at the request of the individual to whom
the record pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file cabinets.
Retrievability: Records are indexed alphabetically by name of the
member.
Safeguards: The records are kept in a locked office.
Retention and disposal: Records are maintained until the member
cancels his/her membership.
System manager(s) and address: ARS Health and Fitness Center
Manager, ARS, USDA, Building 010, BARC-West, Beltsville, Maryland
20705.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from the System Manager.
Record access procedures: Any individual may gain access to a
record in the system that pertains to him by submitting a written
request to the System Manager.
Contesting record procedures: Any individual may contest a record
in the system that pertains to him by submitting pertinent written
information to the System Manager.
Record source categories: Information in this system comes directly
from the individual.
Animal and Plant Health Inspection Service
USDA/APHIS-1
System name:
Investigative and Enforcement Records Regarding Regulatory
Activities, USDA/APHIS.
System location:
Investigative and Enforcement Services (IES) Program, USDA,
APHIS, 4700 River Road, Riverdale, MD 20737-1232. The electronic and
paper files are maintained by IES Offices at headquarters and area
offices. Hard copy files from which IES will compile its database
will be kept on file at IES, 4700 River Road, Riverdale, MD, 20737-
1232, and at APHIS regional IES offices in Raleigh, NC, and Fort
Worth, TX. Addresses for the regional offices may be obtained from
the Director, Investigative and Enforcement Services, 4700 River
Road, Riverdale, MD, 20737-1232.
Categories of individuals covered by the system:
Violators, alleged violators, and witnesses of violations of
plant protection and quarantine laws, animal quarantine laws, and
animal welfare and horse protection laws; individuals who have
outstanding civil penalties; individuals who are indebted to the
Federal Government and whose debts are serviced by the Animal and
Plant Health Inspection Service; and IES investigators assigned to
cases.
Categories of records in the system:
The system consists of all paper and electronic investigative
files on violators and alleged violators and contains copies of names
and addresses, social security numbers or assigned vendor numbers,
type of infraction, copies of violation reports, compliance
agreements, witness statements, warning notices, Office of General
Counsel recommendations to the Department of Justice (DOJ), court
disposition documents, complaints, consent decision documents,
decisions and orders, and the amount of civil penalties assessed by
the Department. The automated Investigative and Enforcement Services
Tracking System contains the name and address of each alleged
violator, the tracking number assigned to the case, social security
number or assigned vendor number, type of violation, names of
witnesses, name of inspector, dates of actions taken, status of case,
final decision, dollar amount of penalty, name of investigator, and
sanction information.
Authority for maintenance of the system:
7 U.S.C. 7701-7772; 21 U.S.C. 101-105, 111-134, 7 U.S.C. 2131 et
seq.; 15 U.S.C. 1821 et seq.; 31 U.S.C. 3711-3719; the records in
this system are used to issue bills and collect funds due to the
Government in compliance with the Debt Collection Act of 1982, Pub.L.
97-365, 96 Stat. 1749, as amended by Pub.L. 98-167, 97 Stat. 1104,
and the Debt Collection Improvement Act of 1996, Pub.L. 104-134, 110
Stat. 1321; and case management information in this system is used to
monitor compliance with the Government Performance and Results Act of
1996.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to other Federal, State, local or foreign
investigative, prosecuting, or enforcement agencies, when information
available indicates a violation or potential violation of law,
general statute, particular program statute, rule, regulation or
order, whether civil, criminal or regulatory in nature.
(2) Disclosure to the DOJ for use in litigation when: (a) The
Agency, or any component thereof; or (b) any employee of the Agency
or his or her official capacity where the Department of Justice has
agreed to represent the employee; or (c) the United States
Government, is a party to litigation or has an interest in such
litigation; and by careful review, the Agency determines that the
records are both relevant and necessary to the litigation and the use
of such records by the DOJ is therefore deemed by the Agency to be
for a purpose that is compatible with the purpose for which the
records were collected.
(3) Disclosure to a court or adjudicative body in a proceeding
when: (a) The Agency or any component thereof; or (b) any employee of
the Agency in his or her official capacity; or (c) any employee of
the Agency in his or her individual capacity where the Agency has
agreed to represent the employee; or (d) the United States
Government, is a party to litigation or has an interest in such
litigation, and by careful review, the Agency determines that the
records are both relevant and necessary to the litigation and the use
of such records is therefore deemed by the Agency to be for a purpose
that is compatible with the purpose for which the Agency collected
the records.
(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) Information contained in this system of records may be
disclosed to a debt collection agency when USDA determines such
referral is appropriate for collecting the debtor's account as
provided for in US Government contracts with collection agencies
executed pursuant to 31 U.S.C. 3718.
(6) Where prior collection efforts have failed, the USDA will
refer to the Department of the Treasury information from this system
of records concerning past due legally enforceable debts for offset
against tax refunds that may become due the debtors for the tax year
in which referral is made in accordance with IRS regulations at 26
CFR 301.6402-6T, offset of past-due Legally Enforceable Debt Against
Overpayment, and under the authority contained in 31 U.S.C. 3720A
(7) Information contained in this system of records may be
disclosed to a consumer reporting agency in accordance with 31 U.S.C.
3711(f).
(8) Information contained in this system of records, related to
non-tax debts or claims that are delinquent for 180 days, will be
sent to the Department of the Treasury or to other Federal agencies
designated by the Secretary of the Treasury for the purpose of
offsetting Federal payments to collect delinquent debts, owed to the
Federal Government. Records will be matched by Taxpayer
Identification Number (TIN) and name. For an individual, the TIN is
the social security number. For a business, the TIN is the Employer
Identification Number. The release of this information is in
accordance with 31 U.S.C. 3716 and 4 CFR part 102.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Case files are maintained in file folders in file drawers,
computer printouts, magnetic tape, and in the databases in the
Investigative and Enforcement Services Tracking System.
Retrievability:
Records can be accessed by alleged violator's name, name of
business if other than alleged violator's name, and violation case
number.
Safeguards:
Records, both paper and electronic, are accessible only to
authorized personnel. Multiple security measures are in place to
prevent outsiders from entering the system.
Retention and disposal:
Records are transferred to the Federal Records Center for storage
and disposition in accordance with General Services Administration
regulations. Master history and magnetic tapes are retained in
accordance with tape library management schedule.
System manager(s) and address:
Director, Investigative and Enforcement Services, USDA, APHIS,
4700 River Road, Riverdale, MD 20737-1232.
Notification procedure:
Any individual may request information regarding this system of
records or request information on whether the system contains records
pertaining to him/her from the system manager. A request for
information pertaining to an individual should be in writing and
should contain: name, address, social security number or assigned
vendor number, and particulars involved.
Record access procedures:
Any individual may obtain information from a record in the system
which pertains to him/her by submitting a written request to the
Privacy Act Officer, LPA, USDA, APHIS, 4700 River Road, Riverdale,
MD, 20737-1232.
Contesting record procedures:
Any individual may contest information contained within a record
in the system which pertains to him/her by submitting a written
request to the system manager.
Record source categories:
Information in this system comes primarily from USDA employees or
other investigative personnel.
Exemptions claimed for the system:
This system has been exempted pursuant to 5 U.S.C. 552(a)(k)(2)
from the requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G),
(H), and (I) and (f). See 7 CFR 1.23. Individual access to these
records would impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action to escape prosecution. Any individual who believes, however,
that he or she has been denied any right, privilege or benefit for
which he or she would otherwise be eligible as a result of the
maintenance of such material may request access to the material. Such
requests should be addressed to the APHIS Privacy Act Officer, LPA,
USDA, APHIS, 4700 River Road, Riverdale, MD 20737-1232.
USDA/APHIS-2
System name: Veterinary Services--Records of Accredited
Veterinarians, USDA/APHIS.
System location:
Veterinary Services Program, USDA/APHIS, Room 828AA Federal
Building, Hyattsville, MD 20782.
Categories of individuals covered by the system:
Private veterinary practitioners who are accredited by the
Federal and State governments to issue health certificates for the
interstate and international movement of livestock and participate in
cooperative State/Federal animal health programs.
Categories of records in the system:
(1) Record includes name of accredited veterinarian, social
security number, mailing address, phone number, type of practice,
State in which accredited State license number, college and date of
graduation, and score on accreditation examination. (2) Record also
includes material pertaining to alleged violations of accreditation
standards. If allegations are proven true the record includes the
disposition of the case which may be revocation of accreditation.
Authority for maintenance of the system:
21 U.S.C. 105, 111-114a-1, 116, 125, 134b, 134f.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to State Animal Health officials to certify that a
particular individual is indeed accredited. (2) Referral to State
veterinary examining boards to certify that a particular individual
is indeed accredited. (3) Referral to the appropriate agency, whether
Federal, State, local or foreign, charged with the responsibility of
investigating or prosecuting a violation of law, or of enforcing or
implementing the statute, rule, regulation or order issued pursuant
thereto, of any record within this system when information available
indicates a violation or potential violation of law, whether civil,
criminal or regulatory in nature, and whether arising by general
statute or particular program statute, or by rule, regulation or
order issued pursuant thereto. (4) Disclosure to the Department of
Justice for use in litigation when the agency, or any component
thereof, or any employee of the agency in his or her official
capacity, or any employee of the agency in his or her individual
capacity where the Department of Justice has agreed to represent the
employee, or the United States, where the agency determines that
litigation is likely to affect the agency or any of its components,
is a party to litigation or has an interest in such litigation, and
the use of such records by the Department of Justice is deemed by the
agency to be relevant and necessary to the litigation; provided,
however, that in each case, the agency determines that disclosure of
the records to the Department of Justice is a use of the information
contained in the records that is compatible with the purpose for
which the records were collected. (5) Disclosure in a proceeding
before a court or adjudicative body before which the agency is
authorized to appear, when the agency, or any component thereof, or
any employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
agency has agreed to represent the employee, or the United States,
where the agency determines that litigation is likely to affect the
agency or any of its components, is a party to litigation or has an
interest in such litigation, and the agency determines that use of
such records is relevant and necessary to the litigation; provided,
however, that in each case, the agency determines that disclosure of
the records to the court is a use of the information contained in the
records that is compatible with the purpose for which the records
were collected. (6) Disclosure may be made to a congressional office
from the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are electronically stored at the Washington Computer
Center.
Retrievability:
Records are electronically retrieved by alphabetized names and
social security numbers.
Safeguards:
The computer files and tapes are kept in a safeguarded
environment with access only by authorized personnel.
Retention and disposal:
Records are maintained for the individual's lifetime or until no
longer licensed.
System manager(s) and address:
Deputy Administrator, Veterinary Services, USDA/APHIS, 14th &
Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
All inquiries should be addressed to:
APHIS Privacy Act Coordinator, Office of the Administrator, USDA/
APHIS, Room 732 Federal Building, 6505 Belcrest Road, Hyattsville, MD
20782.
Record access procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Contesting record procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Record source categories:
Material is transcribed from documents submitted by the
individual. Material is verified by State and Area Animal Health
Officials which sometimes results in additional source material
submitted by such officials.
Systems exempted from certain provisions of the act:
The portions of this system which consist of investigatory
material compiled for law enforcement purposes have been exempted
pursuant to 5 U.S.C. 552a(k)(2) from the provisions of 5 U.S.C.
552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). See 7 CFR
1.23. Individual access to these records would impair investigations
and alert subjects of investigations that their activities are being
scrutinized, and thus allow them time to take measures to prevent
detection of illegal action to escape prosecution. Any individual who
feels, however, that he has been denied any right, privilege or
benefit for which he would otherwise be eligible as a result of the
maintenance of such material may request access to the material. Such
requests should be addressed to: APHIS Privacy Act Coordinator,
Office of the Administrator, USDA/APHIS, Room 732 Federal Building,
6505 Belcrest Road, Hyattsville, MD 20782.
USDA/APHIS-6
System name: Veterinary Services--Brucellosis Information System
and Brucellosis Recording and Reporting System, USDA/APHIS.
System location:
The Brucellosis Information System--U.S. Department of
Agriculture, Fort Collins Computer Center, Colorado, and each of the
various States. The Brucellosis Recording and Reporting System--
Federal and State area offices; Federal Regional Offices; and
Hyattsville, Maryland.
Categories of individuals covered by the system:
Herd owners whose animals or herds are tested, studied, or
restricted because of brucellosis; livestock markets; slaughter
establishments; and livestock dealers (including agents and brokers)
handling livestock covered by the program; milk processing plants
receiving milk or cream from dairy farms; laboratories conducting
brucellosis program tests or procedures; State, Federal, and
contractual personnel engaged in program activities.
Categories of records in the system:
Information on herds and individual animals tested, studied, or
restricted under the brucellosis program; epidemiologic studies;
animals, specimens, or premises sampled, identified, inspected,
tested, handled, or restricted under the brucellosis program by
State, Federal or contractual personnel; animal identification,
health and movement data of animals covered under program activities
for traceback of disease from livestock markets, slaughter plants,
and livestock dealers or livestock brokers or commission firms; milk
and cream samples and related identification data for brucellosis
testing from milk processing plants receiving fresh farm milk; and
brucellosis test data from laboratories approved to do brucellosis
program testing.
Authority for maintenance of the system:
21 U.S.C. 111, 112, 114, 114a-1, 115, 120, 121, 125, 134a-134f
and title 9, Code of Federal Regulations, part 51 and part 78.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records maintained in the computer system will be routinely used
by the Federal and State government personnel for: (1) Detecting the
foci of infection to reduce the rate of spread of infection to new
herds; (2) evaluating brucellosis program activities of State,
Federal, and contractual personnel; (3) preparing mailing labels and
preaddressed forms to enhance field activities; (4) evaluating
program effectiveness; (5) detecting factors of epidemiologic
importance in containing or eliminating foci of infected herds; (6)
assuring that brucellosis indemnities are promptly and properly paid;
(7) notification of livestock owners with the animals at high risk of
exposure to brucellosis because of livestock movements or an outbreak
of disease or presence of quarantined premises in a community; (8)
referral to the appropriate agency, whether Federal, State, local, or
foreign, charged with responsibility of investigating or prosecuting
a violation of law concerning animal disease control and eradication,
or of enforcing or implementing a statute, rule, regulation, or order
issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation of
law concerning animal disease control and eradication, whether civil,
criminal, or regulatory in nature, and either arising by general
statute or particular program statute, or by rule, regulation, or
court order issued pursuant thereto; (9) litigation by the Department
of Justice when the agency, or any component thereof, or any employee
of the agency in his or her official capacity, or any employee of the
agency in his or her individual capacity where the Department of
Justice has agreed to represent the employee, or the United States,
where the agency determines that litigation is likely to affect the
agency or any of its components, is a party to litigation or has an
interest in such litigation, and the use of such records by the
Department of Justice is deemed by the agency to be relevant and
necessary to the litigation; provided, however, that in each case,
the agency determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records
were collected; (10) use in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to
the court is a use of the information contained in the records that
is compatible with the purpose for which the records were collected;
(11) response to a request from a congressional office from the
record of an individual made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The Brucellosis Information System's records will be maintained
on on-line disk storage and magnetic tapes. The Brucellosis Recording
and Reporting System's records will be maintained on floppy disk
storage and/or magnetic tapes.
Retrievability:
Under this system, data may be retrieved and organized by any of
the categories which have been recorded. This will greatly improve
the ability to retrieve existing records and to serve the livestock
industry in the eradication of brucellosis.
Safeguards:
The only individuals with access to this system are Federal and
State government employees with a need to know. The data base is
secured on a State-by-State basis. The brucellosis program planning
staff has access to all information in the computerized system
without restrictions. The computer files, tapes, and disks are kept
in a safeguarded environment with access only by authorized
personnel.
Retention and disposal:
(1) Herd records are maintained in the data base as follows: (a)
Infected herds not depopulated or sold out are always on-line. (b)
Depopulated or sold out herds are archieved. (c) Herd tested but not
infected are kept on-line for 6 months after testing and then
archived on a fiscal year basis. Archived data are kept for 15 years.
(2) Records pertaining to animals, specimens, or premises sampled,
identified, inspected, tested, handled, or restricted by State,
Federal, or contractual personnel are kept on-line as long as the
individual is working in brucellosis programs. Once employment or
accreditation is terminated, the information is archived by fiscal
year for 15 years. (3) Livestock market, slaughter, establishment,
livestock dealer, milk processing plant, and laboratory records
pertaining to animal or herd information are retained as described
under (1) above.
System manager(s) and address:
Deputy Administrator, Veterinary Services, USDA/APHIS, Federal
Building, 6505 Belcrest Road, Hyattsville, MD 20782.
Notification procedure:
All inquiries should be addressed to: APHIS Privacy Act
Coordinator, Office of the Administrator, USDA/APHIS, Room 732
Federal Building, 6505 Belcrest Road, Hyattsville, MD 20782.
Record access procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Contesting record procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Record source categories:
(1) Epidemiologic information for herds and animals is obtained
from documents and reports completed by Federal and State employees
or contractual personnel as a part of testing a herd or animal(s) or
as a part of investigating the source and spread of brucellosis
within the livestock population. (2) Information for work related
activities is made available by the appropriate State or Federal
office for personnel and contractual employees paid from its funds.
(3) Livestock market, slaughter establishment, livestock dealer, milk
processing plant, and laboratory information is acquired in the
course of obtaining other program activity information such as where
samples were collected, where animals identification was applied,
where samples were tested, and how the samples or animals were
handled or processed prior to or following collection of testing.
USDA/APHIS-7
System name: Animal Damage Control Non-Federal Personnel
Records--USDA/APHIS.
System location:
Animal Damage Control State Area Offices.
Categories of individuals covered by the system:
Animal Damage Control Program Cooperative Employees; i.e., State
and other.
Categories of records in the system:
(1) Non-Federal Employees- recruitment forms, medical forms,
security records, life and health insurance forms, military service
records, motor vehicle exam records, education and skills records,
training records, disciplinary and suspension records, letters of
commendation; (2) Payroll Records--Time and attendance records, State
retirement records, social security records, workman's compensation
insurance records, leave records, salary and expense cost records;
(3) Travel Expense and Mileage Report; (4) Animal Damage Control
Records--hunter and trapper (district field assistant) records on
animals taken weekly, itinerary and report of activity of trappers
and hunters.
Authority for maintenance of the system:
7 U.S.C. 426-426(b); 7 U.S.C. 136-136w; 16 U.S.C. 703-711; and
Section 101, Pub. L. No. 99-190.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The primary uses of the records are to (a) serve as a tool for
the State supervisors in the financial and manpower management of
Animal Damage Control programs (b) form the legal basis for the
disbursement of funds and (c) form the basis for preparation of
statistical reports. Disclosures outside the Department of
Agriculture may be made: (1) For administrative uses by cooperating
Federal, State, county, and local government units, and cooperating
private organizations and associations; (2) to the Department of
Justice for use in litigation when the agency, or any component
thereof, or any employee of the agency in his or her official
capacity, or any employee of the agency in his or her individual
capacity where the Department of Justice has agreed to represent the
employee, or the United States, where the agency determines that
litigation is likely to affect the agency or any of its components,
is a party to litigation or has an interest in such litigation, and
the use of such records by the Department of Justice is deemed by the
agency to be relevant and necessary to the litigation; provided,
however, that in each case, the agency determines that disclosure of
the records to the Department of Justice is a use of the information
contained in the records that is compatible with the purpose for
which the records were collected; (3) in a proceeding before a court
or adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to
the court is a use of the information contained in the records that
is compatible with the purpose for which the records were collected;
(4) of information indicating a violation or potential violation of a
statute, regulation rule, order or license, to appropriate Federal,
State, local or foreign agencies responsible for investigating or
prosecuting the violation or for enforcing or implementing the
statute, rule, regulation, order or license; (5) from the record of
an individual in response to an inquiry from a Congressional office
made at the request of that individual; (6) to other Federal agencies
to effect salary and administrative offsets; and (7) to provide
addresses obtained from the Internal Revenue Service to debt
collection agencies for purposes of locating a debtor to collect or
compromise a Federal claim against the debtor, or to consumer
reporting agencies to prepare a commercial credit report for use by
the Department.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be
made to consumer reporting agencies as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection
Act of 1966 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are manually retrieved by employee name.
Safeguards:
Records and forms are maintained in a standard office filing
cabinet and office is locked when authorized personnel are not
present.
Retention and disposal:
Non-record administrative material disposed 30 days after
employment terminates or in compliance with State regulations on
disposal of payroll records subject to audit.
System manager(s) and address:
Deputy Administrator, Animal Damage Control, USDA/APHIS, 14th &
Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
All inquiries should be addressed to:
APHIS Privacy Act Coordinator, Office of the Administrator, USDA/
APHIS, Room 732 Federal Building, 6505 Belcrest Road, Hyattsville, MD
20782.
Record access procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Contesting record procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Record source categories:
Material is obtained from documents submitted by the individuals
and from records completed by Federal employees or contractual
personnel.
USDA/APHIS-8
System name: Veterinary Services--Animal Welfare, USDA/APHIS.
System location:
Veterinary Services Program, USDA/APHIS, Room 754 Federal
Building, Hyattsville, MD 20782, and the Area Offices.
Categories of individuals covered by the system:
Dealers, exhibitors, and other individuals required to be
licensed under the Federal Laboratory Act of 1966, as amended.
Operators of research facilities, intermediate handlers, carriers,
and other individuals required to be registered under the Federal
Laboratory Animal Welfare Act of 1966, as amended.
Categories of records in the system:
The general files contain the name and address of the licensee or
registrant and the registration or licensing number. The records
maintained in the files include the application for license or annual
report, application for registration, annual report of research
facility, program of veterinary care, inspection of carriers/
intermediate handler, inspection of animal facilities, and request
for approval of holding facility.
Authority for maintenance of the system:
7 U.S.C. 2131 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Records maintained under the proviso of this authority form
an integral support network essential for the implementation and
enforcement of the Animal Welfare Act, including licensing and
registration of individuals, businesses, and research facilities,
compliance with regulations and standards applicable under the Act,
and annual reporting requirements of summary data as required by law.
(2) Referral to the appropriate agency whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto. (3) Disclosure to the Department of Justice for use
in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to
the Department of Justice is a use of the information contained in
the records that is compatible with the purpose for which the records
were collected. (4) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, of any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect agency or any of its
components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to
the court is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(5) Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders in locked metal file
cabinets.
Retrievability:
Records are retrieved by the name of the licensee or registrant
or by the license or registration number.
Safeguards:
Records are maintained in locked files with APHIS employees in
attendance during working hours.
Retention and disposal:
Licensees applications are destroyed 3 years after cancellation.
Registrants applications are maintained permanently. Routine records
are destroyed after 3 years.
System manager(s) and address:
Deputy Administrator, Veterinary Services, USDA/APHIS, 14th &
Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
All inquiries should be addressed to: APHIS Privacy Act
Coordinator, Office of the Administrator, USDA/APHIS, Room 732,
Federal Building, 6505 Belcrest Road, Hyattsville, MD 20782.
Record access procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Contesting record procedures:
All inquiries should be addressed to the APHIS Privacy Act
Coordinator.
Record source categories:
Material is obtained from documents submitted by the registrant
or licensee and from records completed by Federal employees.
Cooperative State Research, Education, and Extension Service
USDA/CSRS-1
System name: Current Research Information System (CRIS), USDA/
CSRS.
System location:
CSRS, National Agricultural Library Building, 5th Floor, 10301
Baltimore Boulevard, Beltsville, Maryland 20705.
Categories of individuals covered by the system:
Scientists listed on research projects entered into the CRIS.
Categories of records in the system:
Research projects of USDA agencies and research projects of those
State institutions receiving CSRS administered funds in support of
research.
Authority for maintenance of the system:
5 U.S.C. 301; 7 CFR 2.7 and 2.58.
Purpose(s):
This information is made available for the documentation and
reporting of research activities conducted by USDA agencies and by
State institutions receiving CSRS administered funds for research.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records in this system may be disclosed: (1) To subscribers of
the Dialog Commercial Database Network; (2) to contractors for
preparation in a form that can be entered into the computer; (3) to
the National Technical Information System; (4) to research scientists
and Administrators of all Governmental agencies and affiliated
institutions in connection with information retrieval requests in
special subject areas; (5) to the Department of Justice when relevant
and useful for the defense of suits against the United States or its
officers or for the institution of suits for the recovery of claims
by the USDA; (6) to an appropriate agency, whether Federal, State, or
local, charged with the responsibility of investigating or
prosecuting a violation of law or rule, regulation, or oder issued
pursuant thereto, when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation, or order issued pursuant to such
statute; (7) in response to a request for discovery or appearance of
a witness, to the extent that what is disclosed is relevant to the
subject matter involved in a pending judicial or criminal proceeding
or in response to a subpoena issued in a proceeding before a court or
adjudicative body, to the extent that the records requested are
relevant to the proceedings; and (8) to a congressional office in
response to an inquiry from a congressional office made at the
request of the individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on computer tapes at the USDA National
Computer Center, Kansas City.
Retrievability:
Records can be retrieved by name of project leader or co-
investigator.
Safeguards:
Access to this system is limited to USDA employees and
subscribers of the Dialog Commercial Database Network. The computer
files and tapes will be kept in a safeguarded environment with access
only by authorized personnel.
Retention and disposal:
Financial and classification records are maintained indefinitely.
Project information is maintained for 2 years following termination
of the project.
System manager(s) and address:
Director, CRIS, National Agricultural Library Building, 5th
Floor, 10301 Baltimore Boulevard, Beltsville, Maryland 20705.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him from the System Manager.
Record access procedures:
Any individual may gain access to a record in the system that
pertains to him by submitting a written request to the System
Manager.
Contesting record procedures:
Any individual may contest a record in the system that pertains
to him by submitting pertinent written information to the System
Manager.
Record source categories:
Information in this system comes from USDA research agencies and
State institutions receiving CSRS administered funds for research.
Extension Service
Editorial note: Extension Service was abolished by Pub. L. 103-
354 and all of its activities are now performed by the Cooperative
State Research Education, and Extension Service.
Privacy Act System ``Current Research Information System,'' USDA/
CSREES-1 Report
The purpose of this system of records is to document the research
activities of the USDA/State agricultural research system for various
reporting purposes as well as to provide ready access to research
information.
The revisions to the system of records are to change the
designation from USDA/CSRS-1 to USDA/CSREES-1; reflect organizational
changes; identify changes to system location, categories of
individuals covered by the system, purpose, record storage,
retrievability, safeguards, notification procedures, and record
access procedures; delete three routine uses no longer necessary or
compatible with the purpose for which information was collected, and
add a new routine use.
The authorities for maintaining this system of records are 7
U.S.C. 361 a-i; 7 U.S.C. 3222; 7 U.S.C. 450; 7 U.S.C. 7621; 7 U.S.C.
7626; 7 U.S.C. 3152; 7 U.S.C. 3241; 7 U.S.C. 5811; and 7 U.S.C. 343.
Use of this system, as established, should not result in
infringement of any individual's right to privacy.
Access to technical records are maintained on the CRIS Web site
(http://cris.csrees.usda.gov) and available to anyone. Financial
records will be in a safeguarded environment with access only by
authorized personnel.
The system provides for one new routine use release, as follows:
Routine use 1 permits disclosure of the technical records in this
system to the general public in order to inform them of agricultural
related research, plan future research activities, avoid costly
duplication of research, and establish valuable contacts within the
research community.
The revised system of records will not be exempt from any
provisions of the Privacy Act.
USDA/CSREES-1
System name:
Current Research Information System (CRIS), USDA/CSREES-1.
System location:
USDA, CSREES/ISTM/CRIS, Waterfront Centre, 800 9th Street, SW,
Washington, DC 20024.
Categories of individuals covered by the system:
Scientists listed on research projects entered into the CRIS.
Categories of records in the system:
The system consists of research projects of USDA agencies and
CSREES grant recipients, and research projects of those State
institutions receiving CSREES administered funds in support of
research.
Authority for maintenance of the system:
7 U.S.C. 361 a-i; 7 U.S.C. 3222; 7 U.S.C. 450; 7 U.S.C. 7621; 7
U.S.C. 7626; 7 U.S.C. 3152; 7 U.S.C. 3241; 7 U.S.C. 5811; and 7
U.S.C. 343.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Technical records in this system may be disclosed to: (1) The
general public in order to inform them of agricultural related
research, plan future research activities, avoid costly duplication
of research, and establish valuable contacts within the research
community. Technical and financial records in this system may be
disclosed to: (2) research scientists and Administrators of all
governmental agencies and affiliated institutions in connection with
information retrieval requests in special subject areas; (3) the
Department of Justice when: (a) The agency or any component thereof;
or (b) any employee of the agency in his or her official capacity
where the Department of Justice has agreed to represent the employee;
or (c) the United States Government is a party to litigation or has
an interest in such litigation, and by careful review, the agency
determines that the records are both relevant and necessary to the
litigation and the use of such records by the Department of Justice
is therefore deemed by the agency to be for a purpose that is
compatible with the purpose for which the agency collected the
records; (4) an appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating or prosecuting a
violation of law or rule, regulation, or order issued pursuant
thereto, when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation, or order issued pursuant to such
statute; (5) in response to a request for discovery or appearance of
a witness, to the extent that what is disclosed is relevant to the
subject matter involved in a pending judicial or criminal proceeding
or in response to a subpoena issued in a proceeding before a court or
adjudicative body, to the extent that the records requested are
relevant to the proceedings; (6) a Member of Congress or to a
Congressional staff member in response to an inquiry of the
Congressional office made at the written request of the constituent
about whom the record is maintained.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Technical records are maintained on the CRIS Web site (http://
cris.csrees.usda.gov). Financial records are maintained on computer
tapes and on other electronic media at the CRIS offices, the National
Archives, and at the USDA National Computer Center, Kansas City.
Retrievability:
Records can be retrieved by name or project leader or co-
investigator or any other data field.
Safeguards:
Access to the technical records in this system is available, via
the Web site, to anyone. The financial records will be in a
safeguarded environment with access only by authorized personnel.
Retention and disposal:
Financial and classification records are maintained indefinitely
by CRIS and the National Archives. Project information is maintained
for two years following termination of the project.
System manager(s) and address:
Deputy Administrator, ISTM, USDA-CSREES, Stop 2270, 1400
Independence Avenue, SW, Washington, DC 20250-2270. The address for
express mail or overnight courier service is: Deputy Administrator,
ISTM, USDA-CSREES, Waterfront Centre, 800 9th Street, SW, Washington,
DC 20024.
Notification Procedures:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to such individual from the System Manager or can access
the CRIS Web site.
Record access procedures:
Any individual may gain access to a record in the system that
pertains to such individual by submitting a written request to the
System Manager or by accessing the CRIS Web site.
Contesting record procedures:
Any individual may contest a record in the system that pertains
to such individual by submitting written information to the System
Manager.
Record source categories:
Information in this system comes from USDA research agencies and
other institutions receiving CSREES administered funds for research.
Exemptions claimed for the system:
None.
Privacy Act System ``International Programs Recruitment
Roster,'' USDA/CSREES-2 Report
The purpose of this system of records is to have access to
information on university personnel at cooperating institutions who
have expressed an interest in participating in international
activities carried out through CSREES. The computerized roster will
allow CSREES, International Programs to quickly identify qualified
candidates for overseas assignments and/or to utilize them as
resources for International Programs office to search records
according to skills and experience in order to meet staffing needs
for foreign technical assistance activities. The revisions to the
system of records are to change the designation from USDA/ES-1 to
USDA/CSREES-2; reflect organizational changes; identify changes to
system name and location, categories of records in the system,
address for system manager and notification procedures, retention and
disposal, and delete one routine use which is not a required routine
use.
The authorities for maintaining this system of records are
sections 296 and 297 of the Foreign Assistance Act of 1961, Pub. L.
87-195, 75 Stat. 424; and section 1458 of the National Agricultural
Research, Extension, and Teaching Policy Act of 1977, 7 U.S.C. 301 et
seq.
Use of the system, as established, should not result in
infringement of any individual's right to privacy. While the
information in this system will be made available to international
organizations, Department of Justice, Federal, State, and local
agencies, and Members of Congress as necessary, all individuals about
whom information in this system is maintained will voluntarily submit
the information for the expressed interest in participating in
international activities carried out through CSREES.
On-line access to International Programs Recruitment Roster data
is controlled by password protection. Information stored in file
folders will be stored in locked file cabinets. Access to these
records will be limited to authorized personnel.
The revised system of records will not be exempt from any
provisions of the Privacy Act.
USDA/CSREES-2
System name:
International Programs Recruitment Roster, USDA/CSREES-2.
System location:
Cooperative State Research, Education, and Extension Service
(CSREES), International Programs, USDA, Waterfront Centre, 800 9th
Street, SW., Washington, DC 20024.
Categories of individuals covered by the system:
Cooperating university personnel interested in overseas
assignments.
Categories of records in the system:
Personal data identifying the individual, such as name, address,
university, telephone number, and e-mail address; summary background
information categorized under headings, such as subject matter
experience, commodity experience, functional experience, clientele
experience, ecosystems experience, production systems experience,
scope of experience, international experience, education and language
proficiency; preferred length of assignment (short-, mid- or long-
term); and personal resume.
Authority for maintenance of the system:
Sections 296 and 297 of the Foreign Assistance Act of 1961, Pub.
L. 87-195, 75 Stat. 424, as added by section 312 of the International
Development and Food Assistance Act of 1975, Pub. L. 94-161, 89 Stat.
849; and section 1458 of the National Agricultural Research,
Extension, and Teaching Policy Act of 1977, 7 U.S.C. 301 et seq., as
amended by section 1436 of the Agriculture and Food Act of 1981, Pub.
L. 97-98, 95 Stat. 1213.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records in this system may be disclosed to: (1) To international
organizations seeking university personnel for placement in overseas
projects and assignments; (2) the Department of Justice when: (a) The
agency or any component thereof; or (b) any employee of the agency in
his or her official capacity where the Department of Justice has
agreed to represent the employee; or (c) the United States Government
is a party to litigation or has an interest in such litigation, and
by careful review, the agency determines that the records are both
relevant and necessary to the litigation and the use of such records
by the Department of Justice is therefore deemed by the agency to be
for a purpose that is compatible with the purpose for which the
agency collected the records; (3) an appropriate agency, whether
Federal, State, or local, charged with the responsibility of
investigating or prosecuting a violation of law or rule, regulation,
or order issued pursuant thereto, when information available
indicates a violation or potential violation of law, whether civil,
criminal, or regulatory in nature, and whether arising by general
statute or particular program statute, or by rule, regulation, or
order issued pursuant to such statute; (4) in response to a request
for discovery or appearance of a witness, to the extent that what is
disclosed is relevant to the subject matter involved in a pending
judicial or criminal proceeding or in response to a subpoena issued
in a proceeding before a court or adjudicative body, to the extent
that the records requested are relevant to the proceedings; and (5) a
Member of Congress or to a Congressional staff member in response to
an inquiry of the Congressional office made at the written request of
the constituent about whom the record is maintained.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
International Programs Recruitment Roster records are stored on a
shared office computer drive and in file folders.
Retrievability:
Records can be accessed on the computer by individual name,
university affiliation, preferred length of duty or keywords and
phrases under any of the experience categories. Resumes will be filed
by name in alphabetical order in file folders.
Safeguards:
On-line access to International Programs Recruitment Roster data
is controlled by password protection. Information stored in file
folders will be stored in locked file cabinets. Access to these
records will be limited to authorized personnel.
Retention and disposal:
Applicant information will remain on the system for a period of 3
years. At the end of each year the applicant will have the option to
remain on the system for the following year, and make any needed
changes in his/her file, or be dropped from the roster. At anytime
during the year, the applicant may request that his/her files be
removed from the system. Data for disposal is deleted from the
computer memory.
System manager(s) and address:
Director, International Programs, USDA-CSREES-SERD, Stop 2203,
1400 Independence Avenue, SW., Washington, DC 20250-2203. The address
for express mail or overnight courier service is: Director,
International Programs, USDA-CSREES-SERD, Waterfront Centre, 800 9th
Street, SW., Washington, DC 20024.
Notification procedure:
An individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to such individual from the System Manager. A request for
information regarding an individual should include the individual's
full name and address. Before any information about an individual is
released, the System Manager may require the individual to provide
proof of identity or require the requester to furnish an
authorization from the individual to permit release of information.
Record access procedures:
An individual may gain access to a record in the system that
pertains to such individual by submitting a written request to the
System Manager.
Contesting record procedures:
Same as notification procedures.
Record source categories:
Records in this system come from documents submitted by the
individual directly for the purpose of inclusion in the International
Programs Recruitment Roster.
Exemptions claimed for the system:
None.
Privacy Act System ``State Cooperative Extension Service
Employees,'' USDA/ CSREES-3 Report
The purpose of this system of records is to generate the annual
Salary Analyses Report that is used as a management tool for salary
and pay purposes, as well as for historical purposes. Cooperative
Extension Service (CES) employee records are permanently maintained
in the CES Personnel Information System database of CSREES. This
database contains personnel information dated since 1922 and is
maintained by the Agricultural Research Service, Human Resources
Division.
The purposes of this revision to the system of records are to
change the designation from USDA/ES-3 to USDA/CSREES-3; reflect
organizational changes; identify changes to system location,
categories of records in the system, safeguards, system manager
address, and storage; and add three routine uses.
The authorities for maintaining this system of records are 7
U.S.C. 341, et seq.
Use of this system, as established, should not result in
infringement of any individual's right to privacy. While the
information in this system will be made available to MSB-HRD staff,
Department of Justice, Federal, State and local agencies, and Members
of Congress as necessary, all individuals about whom information in
this system is maintained will voluntarily submit the information for
the purpose of generating the annual Salary Analyses Report.
Authorization must be obtained from the Administrator, CSREES, or
the Chief Metropolitan Services Branch (MSB), Human Resources
Division (HRD), Agricultural Research Service, before information is
released. All printed matter is kept in locked rooms.
The system provides for three new routine use releases, as
follows:
Routine use 1 permits disclosure to the Department of Justice
when the agency or any component thereof, or any employee of the
agency in his or her official capacity where the Department of
Justice has agreed to represent the employee, or the United States
Government is a party to a litigation or has an interest in such
litigation and it is determined that the records are both relevant
and necessary to the litigation.
Routine use 2 permits disclosure to an appropriate agency,
whether Federal, State, or local, charged with the responsibility of
investigating or prosecuting a violation of law or rule, regulation,
or order issued when information available indicates a violation or
potential violation of law.
Routine use 3 permits disclosure in response to a request for
discovery or appearance of a witness, to the extent that what is
disclosed is relevant to the subject matter involved in a pending
judicial or criminal proceeding or in response to a subpoena issued
in a proceeding before a court or adjudicative body, to the extent
that the records requested are relevant to the proceedings.
The revised system of records will not be exempt from any
provisions of the Privacy Act.
USDA/CSREES-3
System name:
State Cooperative Extension Service Employees, USDA-CSREES-3.
System location:
USDA-ARS-HRD-MSB, CES Team, Portals Building, 1280 Maryland
Avenue, SW, Washington, DC 20024.
Categories of individuals covered by the system:
All professional employees of the State Cooperative Extension
Service from 1968 to present.
Categories of records in the system:
Personnel and payroll information on professional Cooperative
Extension Service employees.
Authority for maintenance of the system:
7 U.S.C. 341, et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records in this system may be disclosed to: (1) The Department of
Justice when: (a) The agency or any component thereof; or (b) any
employee of the agency in his or her official capacity where the
Department of Justice has agreed to represent the employee; or (c)
the United States Government is a party to litigation or has an
interest in such litigation, and by careful review, the agency
determines that the records are both relevant and necessary to the
litigation and the use of such records by the Department of Justice
is therefore deemed by the agency to be for a purpose that is
compatible with the purpose for which the agency collected the
records; (2) an appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating or prosecuting a
violation of law or rule, regulation, or order issued pursuant
thereto, when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation, or order issued pursuant to such
statute; (3) in response to a request for discovery or appearance of
a witness, to the extent that what is disclosed is relevant to the
subject matter involved in a pending judicial or criminal proceeding
or in response to a subpoena issued in a proceeding before a court or
adjudicative body, to the extent that the records requested are
relevant to the proceedings; and (4) a Member of Congress or to a
Congressional staff member in response to an inquiry of the
Congressional office made at the written request of the constituent
about whom the record is maintained.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in an electronic database at the USDA-ARS-
HRD-MSB, Portals Building, 1280 Maryland Avenue, SW, Washington, DC
20024.
Retrievability:
Records can be retrieved by social security number or other
unique State identifying number.
Safeguards:
Authorization must be obtained from the Administrator, CSREES, or
the Chief, MSB-HRD, ARS, before information is released. All printed
matter is kept in locked rooms.
Retention and disposal:
Records are retained indefinitely.
System manager(s) and address:
Personnel and Data Information Specialist, USDA-ARS-HRD-MSB, CES
Team, Portals Building, 1280 Maryland Avenue, SW, Washington, DC
20024.
Notification Procedures:
Any individual may gain access to a record in the system that
pertains to such individual by submitting a written request to the
System Manager.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system that pertains to such
individual by submitting a written request to the System Manager.
Contesting record procedures:
Any individual may contest a record in the system that pertains
to such individual by submitting written information to the System
Manager.
Record source categories:
Information in this system comes primarily from the employee with
additional data provided by the employee's personnel office.
Exemptions claimed for the system:
None.
Privacy Act System ``CSREES Grants System,'' USDA/CSREES-4
Report
The purpose of this new system of records is to enable program
offices to reference reviewers and maintain appropriate files and
supporting material in processing, evaluating, and managing
applications for grants or other support, including completing awards
and distributing funds. CSREES employees may access the system to
make decisions regarding proposals and to perform any other
authorized internal duties.
The authority for maintaining this system of records is the
National Agricultural Research, Extension, and Teaching Policy Act of
1977; 7 U.S.C. 3318.
Use of this system, as established, should not result in
infringement of any individual's right to privacy. While the
information in this system will be made available to Federal, State,
and local agencies, individuals assisting CSREES staff, Department of
Justice, and Members of Congress as necessary, all individuals about
whom information in this system is maintained will voluntarily submit
the information for the purpose of submitting proposals to CSREES and
for evaluating applicants and their proposals.
The records are maintained on system file servers and paper
files. All records containing personal information are maintained in
secured file cabinets or are accessed by unique passwords and log-on
procedures.
The system provides for seven types of routine use releases, as
follows:
Routine use 1 permits disclosure to federal agencies needing
names of potential reviewers or specialists in particular fields.
Routine use 2 permits disclosure to individuals assisting CSREES
staff, either through grant or contract, in the performance of their
duties.
Routine use 3 permits disclosure to federal agencies as part of
the Presidential Management Initiative, E-Grants.
Routine use 4 permits disclosure to the Department of Justice
when the agency or any component thereof, or any employee of the
agency in his or her official capacity where the Department of
Justice has agreed to represent the employee, or the United States
Government is a party to a litigation or has an interest in such
litigation and it is determined that the records are both relevant
and necessary to the litigation.
Routine use 5 permits disclosure to an appropriate agency,
whether Federal, State, or local, charged with the responsibility of
investigating or prosecuting a violation of law or rule, regulation,
or order issued when information available indicates a violation or
potential violation of law.
Routine use 6 permits disclosure in response to a request for
discovery or appearance of a witness, to the extent that what is
disclosed is relevant to the subject matter involved in a pending
judicial or criminal proceeding or in response to a subpoena issued
in a proceeding before a court or adjudicative body, to the extent
that the records requested are relevant to the proceedings.
Routine use 7 permits disclosure to a Member of Congress or to a
Congressional staff member in response to an inquiry of the
Congressional office made at the written request of the constituent
about whom the record is maintained.
This new system of records will not be exempt from any provisions
of the Privacy Act.
USDA/CSREES-4
System name:
CSREES Grants Systems, USDA-CSREES-4.
System location:
Records are maintained in Program, Grants, and Funds Management
offices and in a computerized system at the Cooperative State,
Research, Education, and Extension Service (CSREES), Waterfront
Centre, 800 9th Street, SW, Washington, DC 20024.
Categories of individuals covered by the system:
Individuals that have submitted proposals to CSREES, either
individually or through an academic or other institution, and peer
reviewers that evaluate CSREES applicants and their proposals.
Categories of records in the system:
The system contains records of the project director, the
authorized organizational representative, potential proposal
reviewers, the proposal and its identifying number, supporting data
from the academic institution or other applicant, proposal
evaluations from peer reviewers, a review record, financial data, and
other related material such as, committee or panel discussion
summaries and other agency records containing or reflecting comments
on the proposal or the applicants from peer reviewers.
Authority for maintenance of the system:
National Agricultural Research, Extension, and Teaching Policy
Act of 1977 (NARETPA), 7 U.S.C. 3318.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records in this system may be disclosed to (1) federal agencies
needing names of potential reviewers or specialists in particular
fields; (2) individuals assisting CSREES staff, either through grant
or contract, in the performance of their duties; (3) federal agencies
as part of the Presidential Management Initiative, E-Grants; (4) the
Department of Justice when: (a) The agency or any component thereof;
or (b) any employee of the agency in his or her official capacity
where the Department of Justice has agreed to represent the employee;
or (c) the United States Government is a party to litigation or has
an interest in such litigation, and by careful review, the agency
determines that the records are both relevant and necessary to the
litigation and the use of such records by the Department of Justice
is therefore deemed by the agency to be for a purpose that is
compatible with the purpose for which the agency collected the
records; (5) an appropriate agency, whether Federal, State, or local,
charged with the responsibility of investigating or prosecuting a
violation of law or rule, regulation, or order issued pursuant
thereto, when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation, or order issued pursuant to such
statute; (6) in response to a request for discovery or appearance of
a witness, to the extent that what is disclosed is relevant to the
subject matter involved in a pending judicial or criminal proceeding
or in response to a subpoena issued in a proceeding before a court or
adjudicative body, to the extent that the records requested are
relevant to the proceedings; and (7) a Member of Congress or to a
Congressional staff member in response to an inquiry of the
Congressional office made at the written request of the constituent
about whom the record is maintained.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on system file servers and paper files in
the program offices at CSREES, Waterfront Centre, 800 9th Street, SW,
Washington, DC 20024.
Retrievability:
Records can be retrieved by name, project leader, co-
investigator, and any other data field such as institution or title.
Safeguards:
All records containing personal information are maintained in
secured file cabinets or are accessed by unique passwords and log-on
procedures. Only those employees with a need-to-know in order to
perform their duties will be able to access the information.
Retention and disposal:
The Data File is cumulative and is maintained indefinitely, and
documents are disposed according to agency file plan and disposition
schedule. Non-funded proposals are maintained onsite for 1 year and
then disposed after 3 years. Funded proposals are maintained onsite
for 1 year after completion of the award, and then transferred to the
National Archive and Records Administration.
System manager(s) and address:
Deputy Administrator, Information Systems and Technology
Management (ISTM), USDA-CSREES, Stop 2216, 1400 Independence Avenue,
SW, Washington, DC 20250-2216. The address for express mail or
overnight courier service is: Deputy Administrator, ISTM, USDA-
CSREES, Waterfront Centre, 800 9th Street, SW, Washington, DC 20024.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to such individual from the System Manager.
Record Access Procedure:
Any individual may gain access to a record in the system that
pertains to such individual by submitting a written request to the
System Manager.
Contesting record procedures:
Any individual may contest a record in the system that pertains
to such individual by submitting written information to the System
Manager.
Record source categories:
Information in this system is obtained from the individuals
submitting the proposals and from peer reviewers.
Exemptions claimed for the system:
None.
Privacy Act System ``Cooperative Extension Personnel Records
System,'' USDA/ES-2
The purpose of this notice is to delete this system of records
because the records are no longer relevant and necessary to
accomplish a purpose of the Agency and the records are no longer
maintained by USDA.
Farm Services Agency
USDA/FSA-1
System name:
Biographical Background, USDA/FSA-1.
System location:
This system of records is under the control of the Deputy
Administrator for Program Delivery and Field Operations FSA, USDA,
Stop 0539, PO Box 2415, Washington, DC 20013. The data will be
maintained at the Kansas City Management Office, 8930 Ward Parkway,
PO Box 419205, Kansas City, Missouri 64141-0205; Kansas City
Commodity Office, PO Box 419205, 9200 Ward Parkway, Kansas City,
Missouri 64141-0205; and in the appropriate State FSA office at
address listed in local telephone directory under the heading
``United States Government, Department of Agriculture, Farm Service
Agency.''
Categories of individuals covered by the system:
Individuals who hold key positions in FSA, guest speakers and
recipients of FSA awards.
Categories of records in the system:
The information in the system consists of brief resumes of
individuals' personal history.
Authority for maintenance of the system:;
5 U.S.C. 301.
Purpose(s):
To enable quick access to relevant biographical information of
individuals in key positions of FSA and certain individuals that work
with FSA or who have received awards from FSA.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To individuals, both public and private, for the purpose of
introduction of individual at speaking engagements; and
(2) To a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of the individual to whom the records pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders.
Retrievability:
The records are indexed by individual name.
Safeguards:
The records are kept in a locked office.
Retention and disposal:
The records are retained indefinitely on a currently updated
basis.
System manager(s) and address:
Director, Public Affairs Staff, USDA/FSA, Stop 0506, PO Box 2415,
Washington, DC 20013-2415.
Notification procedure:
An individual may request information regarding this system of
record, or information as to whether this system contains records
pertaining to such individual by contacting the System Manager listed
above.
Record access procedures:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information pertaining
to an individual should contain: Name, address, ZIP code, name of
system of record, year of records in question, and any other
pertinent information to help identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
pertaining to an individual should contain: Name, address, ZIP code,
name of system of record, year of records in question, and any other
pertinent information to help identify the file.
Record source categories:
Directly from the individual.
USDA/FSA-2
System name:
Farm Records File (Automated), USDA/FSA-2.
System location:
This system of records is under the control of the Deputy
Administrator for Program Delivery and Field Operations, FSA, USDA,
Stop 0539, PO Box 2415, Washington, DC 20013. The data will be
maintained at the county FSA office which services the particular
farm, the State FSA Office of the State where the particular county
FSA office is located, the Kansas City Management Office, 8930 Ward
Parkway, PO Box 419205, Kansas City, Missouri 64141-0205; the Kansas
City Commodity Office, PO Box 419205, 9200 Ward Parkway, Kansas City,
Missouri 64141-0205, and the FSA National Office. The address of each
county and State FSA office can be found in the local telephone
directory under the heading ``United States Government, Department of
Agriculture, Farm Service Agency.''
Categories of individuals covered by the system:
Farm owners, operators, and other producers.
Categories of records in the system:
The information in the system consists of documentation of
participation in the active programs as well as discontinued
programs. This includes names and addresses of producers and is not
necessarily limited to farm allotments, quotas, bases, and history;
compliance data; production and marketing data; lease and transfer of
allotments and quotas; appeals; new grower applications; conservation
program documents; program participation and payment documents;
appraisals, leases, and data for farm reconstitution; and, for
payment limitation purposes, financial statements, and other
applicable farm information as well such documents as tax statements,
wills, trusts, partnership agreements, and corporate charters.
Authority for maintenance of the system:
7 U.S.C. 135b, 450j, 450k, 405l, 1281-1393, 1421-1449, 1461-1469,
1471-1471i, 1781-1787; 15 U.S.C. 714-714p; 16 U.S.C. 590a-590q, 1301-
1311, 1501-1510, 1606, 2101-2111, 2201-2205, 3501, 3801-3847, 4601,
5822; 26 U.S.C. 6109; 40 U.S.C. App. 1, 2, 203; 43 U.S.C. 1592; and
48 U.S.C. 1469.
Purpose(s):
To facilitate the Congressional mandate that FSA and CCC operate
farm programs that control the price and supply of certain
agricultural commodities, that protect the environment and that
enhance the marketing and distribution of certain agricultural
commodities.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To a cooperative marketing association approved to carry out
CCC rice support loan and marketing programs, but only that data
regarding member and related individual participation in such
programs;
(2) To the appropriate agency, whether Federal, State, local, or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, rule, regulation or order issued pursuant thereto, of any
records within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto;
(3) To a court, magistrate, or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery to the
extent that records sought are relevant to the subject of the
proceeding;
(4) 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) To the Internal Revenue Service to establish the tax
liability of individuals as required by the Internal Revenue Code;
(6) To State or local tax authorities having an agreement with
CCC to withhold taxes or fees from loan proceeds;
(7) To the Bureau of Reclamation (BOR), but only that data
necessary for the BOR to administer the Reclamation Act of 1982 as
amended;
(8) To boards or other entities authorized by state statute to
collect commodity assessments;
(9) To the Food Safety and Inspection Service;
(10) To the Peanut Board with respect to producers of peanuts and
their participation in the peanut price support, production control
and quota programs;
(11) To the Bureau of Indian Affairs the name and address of
producers to assist in the distribution of funds to Native American
Indians;
(12) To candidates for FSA county and/or community committee
positions the names and addresses of producers in the county for the
purpose of county committee elections;
(13) To tobacco analysis laboratories the producers' names and
addresses as well as crop-specific data regarding tobacco being
analyzed prior to the marketing of such tobacco;
(14) To the public who may inspect farm allotment and quota data
for marketing quota crops as required by the Agricultural Act of
1938, as amended;
(15) To State Foresters the names and addresses of producers and
crop-specific data regarding their operations with respect to
forestry conservation practices;
(16) To cotton buyers the names of cotton producers;
(17) To cotton ginners the names, addresses and cotton acreages;
(18) To members of Congress the names and addresses of producers;
and
(19) To the public when they need to obtain the names and
addresses of producers who have loans with FSA or CCC to prevent such
individual from purchasing commodity that has been placed under a CCC
loan.
(20) To State or local taxing authorities or their contracted
appraisal companies the name of and address of producers for tax
appraisal purposes; and
(21) To State-certified or State-licensed appraisers and
employees of Federal agencies other than USDA qualified to perform
real estate appraisals.
The specific information to be disclosed to the appraiser is:
-- Production Flexibility Contract Acres
-- Payment yields
-- Agricultural use acres and cropland acres
-- Copies of aerial photography
-- Conservation Reserve Program (CRP) acres
-- Highly erodible land (HEL) delineations
-- Wetland classifications
Notwithstanding the foregoing, USDA will not release to
appraisers information indicating the acreage, yield, storage and
marketing of peanuts or tobacco if that information was requested by
USDA and is necessary for the administration of Title III of the
Agricultural Adjustment Act of 1938, 7 U.S.C. 1361 et seq., unless
the information to be released is in an aggregate form that does not
identify the information furnished by any person. FSA will continue
to make available for public inspection, information regarding
acreage allotments and farm marketing quotas established for farms,
as required by law.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders and Department computer
systems at applicable locations as set out above under the heading
``System Location'.
Retrievability:
Records may be indexed by individual name, farm number, tax
identification number, Social Security Number, or loan number.
Safeguards:
Records are kept in locked Government office buildings. Access to
these records is limited to authorized FSA personnel and
representatives. Records stored in computer files are protected by
passwords and other electronic security systems. Additionally, any
negotiable documents, such as warehouse receipts, are kept in a
fireproof cabinet.
Retention and disposal:
Program documents are destroyed within 6 years after end of
participation, except for conservation program documents, which are
retained for periods sufficient to insure compliance equal to the
life of the practice. Other documents, such as powers of attorney or
leases, are destroyed after such document is no longer valid.
Original loan notes are returned to producers after liquidation of
loan.
System manager(s) and address:
Deputy Administrator for Program Delivery and Field Operations,
FSA, USDA, Stop 0539, PO Box 2415, Washington, DC 20013.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to the individual from the System Manager listed above.
Record access procedures:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information pertaining
to an individual should contain: name, address, ZIP code, name of
system of record, year of records in question, and any other
pertinent information to help identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
pertaining to an individual should contain: name, address, ZIP code,
name of system of record, year of records in question, and any other
pertinent information to help identify the file.
Record source categories:
Information in this system is submitted by county and State
Committees and their representatives, the Office of Inspector General
and other investigatory agencies, the Office of the General Counsel,
the Kansas City Commodity Office, the Kansas City Management Office,
the Natural Resources and Conservation Service and by third parties
and by the individual who is the subject of the file.
USDA/FSA-3
System name:
Consultants File, USDA/FSA-3.
System location:
Information Technology Services Division, USDA/FSA, Stop 0580, PO
Box 2415, Washington DC 20013-2415.
Categories of individuals covered by the system:
Individuals who perform consulting services for FSA.
Categories of records in the system:
The information in this system consists of a summary of
negotiations, executed contracts, descriptions of work and of work
performed, schedules and purchase orders.
Authority for maintenance of the system:
5 U.S.C 301; 15 U.S.C. 714-714p.
Purpose(s):
This system enables FSA to properly edit work performed by
consultants for the agency.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To the appropriate agency, whether Federal, State, local or
foreign, charged with responsibility for investigating or prosecuting
a violation of law, or enforcing or implementing a statute, or rule,
regulation or order issued pursuant thereto, when information
available indicates a violation or potential violation of law,
whether civil, criminal or regulatory in nature, and whether arising
by general statute or particular program statute, or by rule,
regulation or order issued pursuant thereto;
(2) To a court, magistrate or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery to the
extent that what is disclosed is relevant to the subject matter
involved in a pending judicial or administrative proceeding; and
(3) To a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of the individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are maintained in files folders at office listed
above.
Retrievability:
The records may be indexed by name of the consultant or by FSA
contract number.
Safeguards:
Records are kept in a locked Government office building. Access
to these records are limited to authorized FSA personnel and
representatives. Records stored in computer files are protected by
passwords and other electronic security systems.
Retention and disposal:
The records are retained for 6 years after the fiscal year
contract is awarded.
System manager(s) and address:
Director, Information Technology Services Division, USDA/FSA,
Stop 0580, PO 2415, Washington, DC 20013-2415.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether this system contains records
pertaining to such individual from the System Manager listed above.
Record access procedures:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information pertaining
to an individual should contain: Name, address, ZIP code, name of
system of record, year of records in question, and any other
pertinent information to help identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
pertaining to an individual should contain: Name, address, ZIP code,
name of system of record, year of records in question, and any other
pertinent information to help identify the file.
Record source categories:
Information in this system is provided by the individual
consultants, FSA employees and representatives, third party
observers, the Office of Inspector General, and other investigatory
agencies.
USDA/FSA-4
System name:
Cotton Loan Clerks, USDA/FSA-4.
System location:
This system of records is under the control of the county FSA
office where approved clerks will execute loan documents. The address
of each county FSA office can be found in local telephone directory
under heading ``United States Government, Department of Agriculture,
Farm Service Agency.''
Categories of individuals covered by the system:
Individuals who request permission to process loan documents.
Categories of records in the system:
The system consists of agreements and other related information
concerning agreements between cotton clerks and CCC.
Authority for maintenance of the system:
15 U.S.C. 714-714p.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To lending agencies that participate in the CCC Cotton Loan
Program; and
(2) To a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of the individual to whom the record pertains.
Purpose(s):
This system is maintained to enable FSA to track and administer
its agreements with cotton loan clerks.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in the Departments computers and in file
folders at the appropriate county FSA offices.
Retrievability:
Records are indexed by name of individual.
Safeguards:
Records are kept in a locked Government office building. Access
to these records are limited to authorized FSA personnel and
representatives. Records stored in computer files are protected by
passwords and other electronic security systems.
Retention and disposal:
The records are retained six years after the agreement is
canceled or suspended.
System manager(s) and address:
Director, Price Support Division, USDA/FSA, Stop 0512, PO 2415,
Washington, DC 20013-2415.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether this system contains records
pertaining to such individual from the System Manager listed above.
Record access procedures:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information should
contain: Name, address, ZIP code, name of the system of records, year
of records in question, and any other pertinent information to help
identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
should contain: Name, address, ZIP code, name of the system of
records, year of records in question, and any other pertinent
information to help identify the file.
Record source categories:
Information in this system is provided by the individual
consultants, FSA employees and representatives, third party
observers, the Office of Inspector General and other investigatory
agencies.
USDA/FSA-5
System name:
County Office Employees Administrative Expense File, USDA/FSA-5.
System location:
County FSA office by which individual is employed, except that
some records concerning county office employees are on file in State
FSA offices and the Kansas City Management Office, 8930 Ward Parkway,
PO Box 419205, Kansas City, Missouri 64141-0205. The address of each
FSA State and county office can be found in the local telephone
directory under the heading ``United States Government, Department of
Agriculture, Farm Service Agency.
Categories of individuals covered by the system:
FSA county and community committee members and FSA
representatives who are employed in county offices.
Categories of records in the system:
The information in this system contains the names of all county
FSA committee members and FSA employees and information such as:
Identifying number (Social Security Number), race code, sex code,
State code, county code, biweekly amount of payroll check including
deduction amounts for FICA, Federal, State and local withholding,
Thrift Savings Plan, FEHBA, FEGLI (Optional), NASCO dues, and bonds.
Also records of the date of birth, CO Grade and step, service
computation date, last WGI, health code, cumulative and current
retirement deduction, date severance pay ceases.
Authority for maintenance of the system ;
5 U.S.C. 8331, 8701, 8901; 16 U.S.C. 590h.
Purpose(s):
To facilitate the accounting of administrative expenses incurred
by county FSA offices.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To the Internal Revenue Service as required by the Internal
Revenue Code and other related statutes;
(2) A State Revenue Board and local tax authorities as required
by law;
(3) The Office of Personnel Management for fringe benefits
withholdings, 5 U.S.C. 8331, 8701, 8901;
(4) The Social Security Administration for FICA withholdings;
(5) The general public with respect to county committee members
for the purpose of maintaining accountability of these committee
members to their constituent producers;
(6) The Federal Civilian Personnel Records Center, St. Louis,
Missouri, as a permanent record of service with FSA;
(7) The appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or enforcing or implementing a
statute, or a rule, regulation or order issued pursuant thereto, when
information available indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature and whether
arising by general statute or particular program statute, or by rule,
regulation or order issued pursuant thereto;
(8) The Department of Justice when (a) the agency, or any
component thereof; or (b) any representative of the agency in his or
her official capacity; or (c) any representative of the agency in his
or her individual capacity where the Department of Justice has agreed
to represent the individual: or (d) the United States, where the
agency determines that litigation is likely to affect the agency or
any of its components, is a party to litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected;
(9) A court or adjudicative body before which the agency is
authorized to appear, when (a) the agency, or any component thereof;
(b) any representative of the agency in his or her official capacity;
(c) any representative of the agency in his or her individual
capacity where the agency has agreed to represent the individual; or
(d) the United States, where the agency determines that a litigation
is likely to affect the agency or any of its components, is a party
to litigation or has an interest in such litigation, and the agency
determine that use of such records is relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of
the information contained in the records that is compatible with the
purpose for which the records were collected;
(10) A congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of the individual to whom the record pertains;
(11) A collection or servicing contractor, or a local, State, or
Federal agency, when FSA determines a referral is appropriate for
servicing or collecting the debtor's account or as provided for in
contracts with servicing or collection agencies;
(12) To the Internal Revenue Service to enable it to offset
against Federal income tax refunds to satisfy past-due, legally
enforceable debts owed to USDA;
(13) To ``consumer reporting agencies'' as defined in the Fair
Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims
Collection Act, as amended (31 U.S.C. 3701(a)(3));
(14) To local banks when savings bonds are purchased.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders in the county office
and stored in Department computer system at the Kansas City Computer
Center, 8930 Ward Parkway, PO Box 419205, Kansas City, Missouri
64141-0205.
Retrievability:
The records may be indexed by social security number or by the
individual's name.
Safeguards:
The records are kept in secured Government buildings. Access is
limited to authorized FSA representatives. Computer files are
protected by authorization codes, passwords and other safeguard
technology.
Retention and disposal:
The records are retained indefinitely on a currently updated
basis.
System manager(s) and address:
Director, Kansas City Management Office, 8930 Ward Parkway, PO
Box 419205, Kansas City, Missouri 64141-0205.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether this system contains records
pertaining to such individual from the System Manager listed above.
Record access procedures:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information should
contain: Name, address, ZIP code, name of the system of records, year
of records in question, and any other pertinent information to help
identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
should contain: Name, address, ZIP code, name of the system of
records, year of records in question, and any other pertinent
information to help identify the file.
Record source categories:
Information in this system is provided by the individual, FSA
employees and representatives, third party observers, the Office of
Inspector General and other investigatory agencies.
USDA/FSA-6
System name:
County Personnel Records, USDA/FSA-6.
System location:
County FSA office by which individual is employed, except that
some records concerning county office employees are on file in State
FSA offices and the FSA Human Resources Division, USDA/FSA, Stop
0590, PO Box 2415, Washington DC 20013-2415. The address of each FSA
State and county office can be found in the local telephone directory
under the heading ``United States Government, Department of
Agriculture, Farm Service Agency.
Categories of individuals covered by the system:
FSA County and community committeemen and employees who are
employed in county FSA offices.
Categories of records in the system:
Information in this system consists of personnel official records
of county FSA employee including documents such as employment
applications, oaths of office, personnel actions, job descriptions,
performance data, life and health insurance forms, annual pay status
records, retirement record cards, and any other documents, letters,
or records regarding the individual's employment in the county
office.
Authority for maintenance of the system:
5 U.S.C. 8331, 8701, 8901; 16 U.S.C. 590h.
Purpose(s):
This system of records is maintained to retain necessary personal
records of FSA county office employees.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To the Internal Revenue Service as required by the Internal
Revenue Code and other related statutes;
(2) To a State Revenue Board and local tax authorities as
required by law;
(3) To the Office of Personnel Management for fringe benefits
withholdings,
5 U.S.C 8331, 8701, 8901;
(4) To the Social Security Administration for FICA withholdings;
(5) To the general public with respect to county committee
members for the purpose of maintaining accountability of these
committee members to the their constituent producers;
(6) To the Federal Civilian Personnel Records Center, St. Louis,
Missouri, as a permanent record of service with FSA;
(7) To the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or enforcing or implementing a
statute, or a rule, regulation or order issued pursuant thereto, when
information available indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature and whether
arising by general statute or particular program statute, or by rule,
regulation or order issued pursuant thereto;
(8) To the Department of Justice when (a) the agency, or any
component thereof; or (b) any representative of the agency in his or
her official capacity; or (c) any representative of the agency in his
or her individual capacity where the Department of Justice has agreed
to represent the individual; or (d) the United States, where the
agency determines that litigation is likely to affect the agency or
any of its components, is a party to litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected;
(9) To a court or adjudicative body before which the agency is
authorized to appear, when (a) the agency, or any component thereof;
(b) any representative of the agency in his or her official capacity;
(c) any representative of the agency in his or her individual
capacity where the agency has agreed to represent the individual; or
(d) the United States, where the agency determines that litigation is
likely to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the agency
determine that use of such records is relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of
the information contained in the records that is compatible with the
purpose for which the records were collected;
(10) To a congressional office from the record of an individual
in response to an inquiry from the congressional office made at the
request of the individual to whom the record pertains;
(11) To a collection or servicing contractor, or a local, State,
or Federal agency, when FSA determines a referral is appropriate for
servicing or collecting the debtor's account or as provided for in
contracts with servicing or collection agencies;
(12) To the Internal Revenue Service to enable it to offset and
satisfy past-due, legally enforceable debts owed to USDA against
Federal income tax refunds;
(13) To ``consumer reporting agencies'' as defined in the Fair
Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims
Collection Act, as amended (31 U.S.C. 3701(a)(3));
(14) To local banks when savings bonds are purchased; and
(15) To a Federal agency, in response to its request, in
connection with 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 or other
benefit be the requesting agency, to the extent that this information
is relevant and necessary to the requesting agency's decision on the
matter.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders in the county office
and stored in Department computers and on magnetic tape at the
applicable locations above.
Retrievability:
The records may be indexed by individual's name or social
security number.
Safeguards:
The records are kept in secured Government buildings. Access is
limited to authorized FSA representatives. Computer files are
protected by authorization codes, passwords and other safeguard
technology.
Retention and disposal:
The records are retained on site for duration of employment and
are transferred to Civilian Personal Record Center, St. Louis,
Missouri, after separation. The records in county offices are kept in
locked fireproof file in a Government office building. Other records
are stored in cabinets in a locked or secured Government offices.
System manager(s) and address:
Director, Human Resources Division, USDA/FSA, Stop 0590, PO 2415,
Washington, DC 20013-2415.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether this system contains records
pertaining to such individual from the System Manager listed above.
Record access procedures:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information should
contain: Name, address, ZIP code, name of the system of records, year
of records in question, and any other pertinent information to help
identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
should contain: Name, address, ZIP code, name of the system of
records, year of records in question, and any other pertinent
information to help identify the file.
Record source categories:
Information in this system is provided by the individual, FSA
employees and representatives, the Office of Inspector General and
other investigatory agencies.
USDA/FSA-7
System name:
Employee Resources Master File, USDA/FSA-7.
System location:
Kansas City Management Office, 8930 Ward Parkway, PO Box 419205,
Kansas City, Missouri 64141-0205.
Categories of individuals covered by the system:
Federal Employees (career, career conditional, temporary, general
schedule, and wage board) who are presently employed in the
Management Office.
Categories of records in the system:
Contains names of all individuals identified in the preceding
paragraph and such information as social security number, date of
birth service date (for retirement and annual leave) pay plan, grade,
step, occupational series, and annual salary, daily salary rate,
hourly salary rate, overtime hourly rate, training course number,
course sponsor, course title, hour credit, and completion date.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
This system of records is maintained to retain necessary
personnel records of FSA employees at the Kansas City Management
Office to facilitate the processing of personnel matters.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are maintained in the Department's computer system at
the Kansas City Computer Center, 8930 Ward Parkway, PO 419205, Kansas
City, Missouri 64141-0205.
Retrievability:
The records are indexed by employee name.
Safeguards:
The records are kept in secured Government buildings. Access is
limited to authorized FSA representatives. Computer files are
protected by authorization codes, passwords and other safeguard
technology.
Retention and disposal:
The records are retained indefinitely on a currently updated
basis.
System manager(s) and address:
Director, Kansas City Management Office, 8930 Ward Parkway, PO
Box 419205, Kansas City, Missouri 64141-0205.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether this system contains records
pertaining to such individual from the System Manager listed above.
Record access procedures:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information should
contain: Name, address, ZIP code, name of the system of records, year
of records in question, and any other pertinent information to help
identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
should contain: Name, address, ZIP code, name of the system of
records, year of records in question, and any other pertinent
information to help identify the file.
Record source categories:
Summary of data maintained in the Official Personnel Folder.
USDA/FSA-8
System name:
EEO Advisory Committee and Counselors, USDA/FSA-8.
System location:
Office of the Deputy Administrator, Management, USDA/FSA, Stop
0561, PO Box 2415, Washington DC 20013-2415.
Categories of individuals covered by the system:
Individuals who have been selected or considered to serve on the
EEO Committee or to be an EEO Counselor.
Categories of records in the system:
Information in this system consists of the individual's EEO
qualifications.
Authority for maintenance of the system:
42 U.S.C. 2000d and 2000e.
Purpose(s):
To facilitate the tracking of individuals who have served on EEO
Committees or as EEO Counselors as required.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or enforcing or implementing a
statute, or a rule, regulation or order issued pursuant thereto, when
information available indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature and whether
arising by general statute or particular program statute, or by rule,
regulation or order issued pursuant thereto;
(2) To the Department of Justice when (a) the agency, or any
component thereof; or (b) any representative of the agency in his or
her official capacity; or (c) any representative of the agency in his
or her individual capacity where the Department of Justice has agreed
to represent the individual; or (d) the United States, where the
agency determines that litigation is likely to affect the agency or
any of its components, is a party to litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected;
and;
(3) To a court or adjudicative body before which the agency is
authorized to appear, when (a) the agency, or any component thereof;
(b) any representative of the agency in his or her official capacity;
(c) any representative of the agency in his or her individual
capacity where the agency has agreed to represent the individual; or
(d) the United States, where the agency determines that a litigation
is likely to affect the agency or any of its components, is a party
to litigation or has an interest in such litigation, and the agency
determine that use of such records is relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of
the information contained in the records that is compatible the
purpose for which the records were collected.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders and Department
computer records at the office listed above.
Retrievability:
The records may be indexed by individual name and by social
security number.
Safeguards:
The records are kept in secured Government buildings. Access is
limited to authorized FSA representatives. Computer files are
protected by authorization codes, passwords and other safeguard
technology.
Retention and disposal:
The records are retained for 2 years after individual ceases to
serve as a committee person or counselor.
System manager(s) and address:
EEO and Civil Rights Staff, USDA/FSA, Stop 0509, PO 2415,
Washington, DC 20013-2415 telephone (202) 720-3901.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether this system contains records
pertaining to such individual from the System Manager listed above.
Record access procedures:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information should
contain: Name, address, ZIP code, name of the system of records, year
of records in question, and any other pertinent information to help
identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
pertaining to an individual should contain: Name, address, ZIP code,
name of system of record, year of records in question, and any other
pertinent information to help identify the file.
Record source categories:
Information is supplied to this system by the subject individual.
USDA/FSA-9
System name:
Complaints and Discrimination Investigation Handled by the EEO
Staff, USDA/FSA-9.
System location:
Office of the Deputy Administrator, Management, USDA/FSA, Stop
0560, PO Box 2415, Washington, DC 20013-2415, and in offices of each
EEO counselor at address posted on bulletin boards in Washington, DC.
These addresses are readily obtainable by contacting the Civil Rights
and Small Business Development Staff, Stop 509, PO Box 2415.
Washington, DC 20013-2415.
Categories of individuals covered by the system:
Individuals who have filed formal allegations of discrimination.
Categories of records in the system:
Preliminary inquires, audit, investigation reports and supporting
material.
Authority for maintenance of the system:
42 U.S.C. 2000d, 2000e, 42 U.S.C. 6101, et seq.
Purpose(s):
To facilitate the tracking of discrimination complaints and
investigations as required.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or enforcing or implementing a
statute, or a rule, regulation or order issued pursuant thereto, when
information available indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature and whether
arising by general statute or particular program statute, or by rule,
regulation or order issued pursuant thereto;
(2) To the Department of Justice when (a) the agency, or any
component thereof; or (b) any representative of the agency in his or
her official capacity; or (c) any representative of the agency in his
or her individual capacity where the Department of Justice has agreed
to represent the individual: or (d) the United States, where the
agency determines that litigation is likely to affect the agency or
any of its components, is a party to litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected;
(3) To a court or adjudicative body before which the agency is
authorized to appear, when (a) the agency, or any component thereof;
(b) any representative of the agency in his or her official capacity;
(c) any representative of the agency in his or her individual
capacity where the agency has agreed to represent the individual; or
(d) the United States, where the agency determines that a litigation
is likely to affect the agency or any of its components, is a party
to litigation or has an interest in such litigation, and the agency
determines that use of such records is relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of
the information contained in the records that is compatible with the
purpose for which the records were collected; and
(4) To a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of the individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders and Department
computers at the offices listed above.
Retrievability:
The records are indexed by individual name.
Safeguards:
The records are kept in secured Government buildings. Access is
limited to authorized FSA representatives. Computer files are
protected by authorization codes, passwords and other safeguard
technology.
Retention and disposal:
The records are retained for three years after case is closed.
System manager(s) and address:
Civil Rights and Small Business Development Staff, USDA/FSA, Stop
0509, PO 2415, Washington, DC 20013-2415.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether this system contains records
pertaining to such individual from the System Manager listed above.
Record access procedures:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information should
contain: Name, address, ZIP code, name of the system of records, year
of records in question, and any other pertinent information to help
identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their requests to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
should contain: Name, address, ZIP code, name of the system of
records, year of records in question, and any other pertinent
information to help identify the file.
Record source categories:
Individual preliminary inquires, third party observers, audit and
investigation reports.
Systems exempted from certain provisions of the act:
This system has been exempted pursuant to 5 U.S.C. 552a(k) from
the requirements of 5 U.S.C. 552a(c)(3)(d), (e)(1), (e)(4)(G), (H),
and (I), and (f) because it consists of investigatory material
compiled for law enforcement purposes. Individual access to these
files could impair investigations and alert subjects of
investigations that the activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures, and of existence and identify confidential sources of
information would hamper law enforcement activity.
USDA/FSA-10
System name:
Investigation and Audit Reports, USDA/FSA-10.
System location:
Executive Secretariat Staff, USDA/FSA, Stop 0504, PO Box 2415,
Washington, DC 20013-2415, Kansas City Commodity Office, 9200 Ward
Parkway, PO Box 419205, Kansas City, Missouri 64141-0205, Kansas City
Management Office, 8930 Ward Parkway, PO Box 419205, Kansas City,
Missouri 64141-0205. Each State FSA office at address listed in local
telephone directory under the heading ``United States Government,
Department of Agriculture, Farm Service Agency.''
Categories of individuals covered by the system:
Individuals who are subjects of a formal investigation of alleged
program or administrative irregularities.
Categories of records in the system:
Information in this system consists of files on investigations
and individuals, including program documents, investigation reports,
statements of observers, accident reports and agency reports.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
To facilitate FSA's obligation to issue payments or benefits only
to those who are eligible to receive such payments or benefits under
law or agreement.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or enforcing or implementing a
statute, or a rule, regulation or order issued pursuant thereto, when
information available indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature and whether
arising by general statute or particular program statute, or by rule,
regulation or order issued pursuant thereto;
(2) To a court, magistrate or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, information
which constitutes evidence in that proceeding, or which is sought in
the course of discovery to the extent that what is disclosed is
relevant to the subject matter involved in a pending judicial or
administrative proceeding; and
(3) To a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of the individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders and Department
computers at the applicable addresses listed above.
Retrievability:
The records may be indexed by name of individual being
investigated or investigation case number.
Safeguards:
The records are kept in secured Government buildings. Access is
limited to authorized FSA representatives. Computer files are
protected by authorization codes, passwords and other safeguard
technology.
Retention and disposal:
Investigation records are retained for 10 years after case is
closed. Audit records are destroyed eight years after case is closed.
System manager(s) and address:
Director, Executive Secretariat Staff, USDA/FSA, Stop 0504, PO
2415, Washington, DC 20013-2415.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether this system contains records
pertaining to such individual from the System Manager listed above.
Record access procedures:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information should
contain: Name, address, ZIP code, name of the system of records, year
of records in question, and any other pertinent information to help
identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
should contain: Name, address, ZIP code, name of the system of
records, year of records in question, and any other pertinent
information to help identify the file.
Record source categories:
Information in this system is provided by the individual, FSA
employees and representatives, third party observers, the Office of
Inspector General and other investigatory agencies.
Systems exempted from certain provisions of the act:
This system has been exempted pursuant to 5 U.S.C. 552a(k)(2)
from the requirements of 5 U.S.C. 552a (c)(3),(d), (e)(1), (e)(4)
(G), (H), and (I) and (f) because it consists of investigatory
material compiled for law enforcement purposes. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures, and of existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/FSA-11
System name:
Subsidiary Personnel, Pay and Travel Records, USDA/FSA-11.
System location:
Any FSA office where individual is employed at the address shown
in the local telephone directory under the heading, ``United States
Government, Department of Agriculture, Farm Service Agency.''
Categories of individuals covered by the system:
Individuals employed by FSA.
Categories of records in the system:
Information in this system consists of personnel actions,
training records, performance ratings, earning statements, time and
attendance reports, travel authorizations and vouchers, payroll
deduction records, record of accountable documents charged to
employee, appeal cases, and conflict of interest statements.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
To facilitate FSA responsibility to follow Federal civil service
and other applicable employment laws and regulations.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To prospective Government employers and other prospective
employers when employee gives immediate supervisor or coworker as
reference;
(2) To the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, or a rule, regulation or order issued pursuant thereto, when
information available indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by rule,
regulation or order issued pursuant thereto;
(3) To the Department of Justice when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the use of such records by the Department of Justice
is deemed by the agency to be relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected;
(4) In a proceeding before a court or adjudicative body before
which the agency is authorized to appear, when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the agency determines that litigation is
likely to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the agency
determines that disclosure of the records is relevant and necessary
to the litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of
the information contained in the records that is compatible with the
purpose for which the records were collected;
(5) To a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of the individual to whom the record pertains;
(6) To a collection or servicing contractor, or a local, State,
or Federal agency, when FSA determines a referral is appropriate for
servicing or collecting the debtor's account or as provided for in
contracts with servicing or collection agencies;
(7) To the Internal Revenue Service to enable it to offset and
satisfy past-due, legally enforceable debts owed to USDA against
Federal income tax refunds; and
(8) To consumer reporting agencies pursuant to 5 U.S.C.
552a(b)(12) and as defined by the Fair Credit Reporting Act (15
U.S.C. 1681a(f)) or the Federal Claims Collection Act (31 U.S.C.
3701(a)(3)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders and in Department
computers at addresses referenced above.
Retrievability:
The records may be indexed by name of individual employee or
Social Security Number.
Safeguards:
The records are kept in secured Government buildings. Access is
limited to authorized FSA representatives. Computer files are
protected by authorization codes, passwords and other safeguard
technology.
Retention and disposal:
The records are retained in active status during the employee's
tenure at the organizational entity. After transfer or separation,
maintained in inactive status to be used to answer employment
inquiries. Conflict of interest statement retained 2 years after
employee is separated.
System manager(s) and address:
Director, Human Resources Division, USDA/FSA, Stop 0590, PO 2415,
Washington, DC 20013-2415.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether this system contains records
pertaining to such individual from the System Manager listed above.
Record access procedure:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information should
contain: name, address, ZIP code, name of the system of records, year
of records in question, and any other pertinent information to help
identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
should contain: name, address, ZIP code, name of the system of
records, year of records in question, and any other pertinent
information to help identify the file.
Record source categories:
Information in these records is obtained directly from the
employee, the Office of Personnel Management, FSA employees and
representatives, third party observers, the Office of Inspector
General and other investigatory agencies.
USDA/FSA-12
System name:
Tort, Program, And Civilian Employee Claims, USDA/FSA-12.
Security classification:
None.
System location:
Any FSA office having jurisdiction over the claim at the location
listed in the local telephone directory under the heading ``United
States Government, Farm Service Agency.''
Categories of individuals covered by the system:
Individual by whom or against whom claim involving FSA or CCC has
been filed.
Categories of records in the system:
Information in this system includes files on individual claims,
including claim forms, police records, investigation and accident
reports, statements of observers, and agency reports.
Authority for maintenance of the system:
5 U.S.C. 8101-8150; 7 U.S.C. 135b, 450j, 450k, 405l, 1281-1393,
1421-1449, 1461-1469, 1471-1471i, 1781-1787; 15 U.S.C. 714-714p; 16
U.S.C. 590a-590q, 1301-1311, 1501-1510, 1606, 2101-2111, 2201-2205,
3501, 3801-3847, 4601, 5822; 26 U.S.C. 6109; 28 U.S.C. 2671-2680; 40
U.S.C. App. 1, 2, 203; 43 U.S.C. 1592; and 48 U.S.C. 1469.
Purpose(s):
To facilitate FSA responsibilities to investigate and resolve
tort and civilian employee claims against FSA.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or enforcing or implementing a
statute, or a rule, regulation or order issued pursuant thereto, when
information available indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature and whether
arising by general statute or particular program statute, or rule,
regulation or order issued pursuant thereto;
(2) To a court, magistrate or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery to the
extent that what is disclosed is relevant to the subject matter
involved in a pending judicial or administrative proceeding;
(3) To a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of the individual to whom the record pertains;
(4) To the Department of Labor for claims arising under the
Federal Employees Compensation Act;
(5) To insurance companies where necessary for resolution of
claim; and
(6) To cotton loan clerks, a list of producer names and
addresses, for the purpose of offsetting claims.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are kept in folders and in Department computers at
the locations indicated above.
Retrievability:
The records may be indexed by name or by claimant number.
Safeguard:
The records are kept in secured Government buildings. Access is
limited to authorized FSA representatives. Computer files are
protected by authorization codes, passwords and other safeguard
technology.
Retention and disposal:
The records are retained after settlement for 6 years if CCC and
five years if appropriated funds are involved.
System manager(s) and address:
Director, Financial Management Division, USDA/FSA, Stop 1062, PO
2415, Washington, DC 20013-2415.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether this system contains records
pertaining to such individual from the System Manager listed above.
Record access procedures:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information should
contain: Name, address, ZIP code, name of the system of records, year
of records in question, and any other pertinent information to help
identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
should contain: Name, address, ZIP code, name of the system of
records, year of records in question, and any other pertinent
information to help identify the file.
Record source categories:
Information in this system comes primarily from claimants,
observers, agency employees, and investigative personnel.
USDA/FSA-13
System name:
Claims Data Base (Automated), USDA/FSA-13
System location:
Kansas City Management Office, USDA/FSA, 8930 Ward Parkway,
Kansas City, MO 64114.
Categories of individuals covered by the system:
Agricultural producers.
Categories of records in the system:
Information identifying the delinquent debtor, such as name,
address, producer identification number (social security number or
taxpayer identification number); information relating to claim
identification, such as claim control number, which is comprised of a
State and county code and an alpha-numeric control number; codes
identifying the type of claim and the basis for establishing the
claim; identification of programs under which the claim arose; date
the claim arose; loan, farm or contract number; interest rate applied
to claim; the date interest on the claim starts and the principal
amount of the claim; information related to claims actions and status
changes which have occurred since the claim was initially
established, such as transfers from originating FSA office to other
FSA State or county offices and referrals to the Office of the
General Counsel for legal action; termination of claims actions;
changes in claim amount resulting from compromises, addition of
collection or court costs and brief remarks which identify or clarify
actions being taken by the FSA office submitting the claim
information.
Authority for maintenance of the system:
7 U.S.C. 1281-1393; 7 U.S.C. 1421-1449 and 15 U.S.C. 714-714p.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
USDA employees maintain and update the system with expanded
claims data for assistance in preparation of the SF-220 report
(Report on Status of Accounts and Loans Receivable from the Public)
and the production of other debt management reports. Records
contained in this system may be disclosed:
(1) To the appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto;
(2) To the Department of Justice when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the use of such records by the Department of Justice
is deemed by the agency to be relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected;
(3) To a proceeding before a court or adjudicative body before
which the agency is authorized to appear, when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the agency has agreed to represent the
employee; or (d) the United States, where the agency determines that
litigation is likely to affect the agency or any of its components,
is a party to litigation or has an interest in such litigation; and
the agency determines that use of such records is relevant and
necessary to the litigation; provided, however, that in each case,
the agency determines that disclosure of the records to the court is
a use of the information contained in the records that is compatible
with the purpose for which the records were collected;
(4) To a congressional office from the record of an individual in
response to an inquiry from the congressional office at the request
of the individual;
(5) To a commercial credit reporting agency for it to make the
information publicly available. Only that information directly
related to the identity of the debtor and history of the claim will
be released. Debtor information will consist of the following: The
debtor's name, address, taxpayer identification number, and other
information necessary to establish the identity of the debtor; the
amount, status, and history of the claim, and the program under which
the claim arose;
(6) To a collection or servicing contractor, or a local, State,
or Federal agency, when FSA determines a referral is appropriate for
servicing or collecting the debtor's account or as provided for in
contracts with servicing or collection agencies;
(7) To the Internal Revenue Service to enable it to offset and
satisfy past-due, legally enforceable debts owed to USDA against
Federal income tax refunds;
(8) To the Department of Defense, information regarding
indebtedness, for the purpose of conducting computer matching
programs to identify and locate individuals receiving Federal salary
or benefit payments and who are delinquent in their repayment of
debts owed to the U.S. Government under certain programs administered
by FSA/CCC in order to collect debts under the provisions of the Debt
Collection Act of 1982 (Pub. L. 97-365) by voluntary repayment,
administrative or salary offset procedures, or by collection
agencies;
(9) To the United States Postal Service, information regarding
indebtedness, for the purpose of conducting computer matching
programs to identify and locate individuals receiving Federal salary
or benefit payments and who are delinquent in their repayment of
debts owed to the U.S. Government under certain programs administered
by FSA/CCC in order to collect debts under the provisions of the Debt
Collection Act of 1982 (Pub. L. 97-365) by voluntary repayment,
administrative or salary offset procedures, or by collection
agencies.
Disclosure to consumer reporting agencies ;
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be
made from this system to ``consumer reporting agencies'' as defined
in the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal
Claims Collection Act (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Claims Data Base records are stored on disk files. The data base
is duplicated on magnetic tape files.
Retrievability:
Records can be accessed by producer identification number (if
available), farm number or State, county and claim number.
Safeguards:
On-line access to data in the Claims Data Base (Automated) is
controlled by password protection.
Retention and disposal:
Claim records remain on the data base for 4 months after a claim
has been zero-balanced, at which time the data is transferred from
disk to tape files. The data is retained on tape files for 1 year.
Data on magnetic tape files is then written over for disposal.
System manager(s) and address:
Director, Kansas City Management Office, FSA, USDA, 8930 Ward
Parkway, Kansas City, Missouri 64114.
Notification procedure:
An individual may request information as to whether the system
contains records pertaining to such individual from the Director,
Kansas City Management Office, FSA, USDA, 8930 Ward Parkway, Kansas
City, Missouri 64114. A request for information regarding an
individual should include: Full name, address, ZIP code, producer
identification number, (if available), farm number or claim number,
and any other pertinent information to help identify the file. Before
information about any record is released, the System Manager may
require the individual to provide proof of identity or require the
requester to furnish an authorization from the individual to permit
release of information.
Record access procedures:
An individual may obtain information about a record in the system
which pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information should
contain: Name, address, ZIP code, name of the system of records, year
of records in question, and any other pertinent information to help
identify the file.
Contesting record procedures:
Individuals desiring to contest or amend the information
maintained in the system should direct their request to the above
listed System Manager, and should include the reason for contesting
it and the proposed amendment to the information with supporting
information to show how the record is inaccurate. A request for
contesting records should contain: Name, address, ZIP code, name of
the system of records, year of records in question, and any other
pertinent information to help identify the file.
Record source categories:
Records in this system come primarily from documents submitted by
the FSA county office maintaining farm records on the individual
producer. Information in these records is obtained directly from the
individuals in the system.
USDA/FSA-14
System name:
Applicant/Borrower, USDA/FSA-14.
System location:
Each Farm Service Agency (FSA) applicant's/borrower's records are
located in the Agricultural Credit Team Office, County, District, or
State Office through which the financial assistance is sought or was
obtained, and electronic account records are in the Finance Office in
St. Louis, Missouri. A State Office version of the Team Office,
County or District office file may be located in or accessible by the
State Office which is responsible for that Agricultural Credit Team,
County or District Office. Correspondence regarding borrowers is
located in the Agricultural Credit Team, County, District, State and
National Office files. The addresses of Agricultural Credit Team,
County, District and State Offices are listed in the telephone
directory of the appropriate city or town under the heading ``United
States Government, Department of Agriculture, Farm Service Agency.''
The Finance Office is located at 1520 Market Street, St. Louis,
Missouri 63103.
Categories of individuals covered by the system:
Present and former FSA applicants/borrowers and their respective
household members including members of associations.
Categories of records in the system:
The system includes files containing characteristics of
applicants/borrowers and their respective household members, such as
gross and net income, sources of income, capital, assets and
liabilities, net worth, age, race, number of dependents, marital
status, reference material, farm or ranch operating plans, and
property appraisals.
The system also includes credit reports and personal references
from credit agencies, lenders, businesses, and individuals. In
addition, a running record of observation concerning the operations
of the person being financed is included. A record of deposits to and
withdrawals from an individual's supervised bank account is also
contained in those files where appropriate. In some Agricultural
Credit Team and County Offices, this record is maintained in a
separate folder containing only information relating to activity
within supervised bank accounts. Some items or information are
extracted from the individual's file and placed in a card file for
quick reference.
Authority for maintenance of the system:
7 U.S.C. 1921 et. seq., 42 U.S.C. 1471 et. seq., and 42 U.S.C.
2706.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To the appropriate agency, whether Federal, State, local,
tribal, foreign, or other public authority foreign, charged with the
responsibility of investigating or prosecuting a violation of law, or
of enforcing or implementing a statute or a rule, regulation or order
issued pursuant thereto, or of any record within this system when
information available indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by rule,
regulation or order issued pursuant thereto, if the information
disclosed is relevant to any enforcement, regulatory, investigative,
or prosecutive responsibility of the receiving agency;
(2) To business firms in a trade area that buy chattel or crops
or sell them for commission. The disclosure may include the name,
home address, social security numbers and financial information. This
is being done so that FSA may benefit from the purchaser notification
provisions of section 1324 of the Food Security Act of 1985 (7 U.S.C.
163(e)). The Act requires that potential purchasers of farm
commodities must be advised ahead of time that a lien exists in order
for the creditor to perfect its lien against such purchases;
(3) To the appropriate authority when a default involves a
security interest in tribal allotted or trust land. The disclosure
may include the name, home address, and information concerning
default on loan repayment. Pursuant to the Cranston-Gonzales National
Affordable Housing Act of 1990 (42 U.S.C. 12701 et. seq.),
liquidation may be pursued only after offering to transfer the
account to an eligible tribal member, the tribe, or the Indian
housing authority serving the tribe(s);
(4) To a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
written request of that individual;
(5) To a collection or servicing contractor, financial
institution, or a local, State, or Federal agency, when FSA
determines such referral is appropriate for servicing or collecting
the borrower's account or as provided in contracts with servicing or
collection agencies. The disclosure may include name, home address,
social security number, and financial information;
(6) In a proceeding before a court or adjudicative body, when:
(a) The agency or any component thereof; or (b) any employee of the
agency in his or her official capacity; or (c) any employee of the
agency in his or her individual capacity where the agency has agreed
to represent the employee; or (d) the United States is a party to
litigation or has an interest in such litigation and, by careful
review, the agency determines that the records are both relevant and
necessary to the litigation, provided, however, that in each case,
the agency determines that disclosure of the records is a use of the
information contained in the records that is compatible with the
purpose for which the agency collected the records;
(7) To financial consultants, advisors, lending institutions,
packagers, agents, and private or commercial credit sources when FSA
determines such referral is appropriate to encourage the borrowers to
refinance their FSA indebtedness as required by Title V of the
Housing Act of 1949, as amended (42 U.S.C. 1471). The disclosure may
include name, home address, and financial information for selected
borrowers;
(8) To the Department of the Treasury, Internal Revenue Service
(IRS), any legally enforceable debt(s), to be offset against any tax
refund that may become due the debtor for the tax year in which the
referral is made, in accordance with the IRS regulations at 26 CFR
301.6402-6T, Offset of Past Due Legally Enforceable Debt Against
Overpayment, and under the authority contained in 31 U.S.C. 3720A;
(9) To the Defense Manpower Data Center, Department of Defense,
and the United States Postal Service any information regarding
indebtedness, for the purpose of conducting computer matching
programs to identify and locate individuals receiving Federal salary
or benefit payments and who are delinquent in their repayment of
debts owed to the U.S. Government under certain programs administered
by the FSA in order to collect debts under the provisions of the Debt
Collection Act of 1982 (Pub. L. 97-365) by voluntary repayment,
administrative or salary offset procedures, or by collection
agencies;
(10) To lending institutions any financial information when FSA
determines the individual may be financially capable of qualifying
for credit with or without a guarantee. The referral may contain
name, home address, and financial information;
(11) To lending institutions that have a lien against the same
property as FSA, for the purpose of the collection of the debt. These
loans can be under the direct or guaranteed loan programs. Disclosure
may include names, home addresses, social security numbers, and
financial information;
(12) To private attorneys under contract with either FSA or with
the Department of Justice for the purpose of foreclosure and
possession actions and collection of past due accounts in connection
with FSA loans;
(13) To the Department of Justice when: (a) The agency or any
component thereof; or (b) any employee of the agency in his or her
official capacity where the Department of Justice has agreed to
represent the employee; or (c) the United States Government is a
party to litigation or has an interest in such litigation, and by
careful review, the agency determines that the records are both
relevant and necessary to the litigation and the use of such records
by the Department of Justice is therefore deemed by the agency to be
for a purpose that is compatible with the purpose for which the
agency collected the records;
(14) To the Department of Housing and Urban Development (HUD) as
a record of location utilized by Federal agencies for an automatic
credit prescreening system. The disclosure may include names, home
addresses, social security numbers, and financial information;
(15) To the Department of Labor, State Wage Information
Collection agencies, and other Federal, State, and local agencies, as
well as those responsible for verifying information furnished to
qualify for Federal benefits, to conduct wage and benefit matching
through manual and/or automated means, for the purpose of determining
compliance with Federal regulations and appropriate servicing actions
against those not entitled to program benefits, including possible
recovery of improper benefits. This may include names, home
addresses, social security numbers, and financial information; and
(16) To financial consultants, advisors, or underwriters, when
FSA determines such referral is appropriate for developing packaging
and marketing strategies involving the sale of FSA loan assets. The
referral may include names, home addresses, and financial
information; and
(17) To state-certified or state-licensed appraisers and
employees of Federal agencies other than USDA qualified to perform
real estate appraisals.
The specific information to be disclosed to the appraiser is:
--Production Flexibility Contract Acres
--Payment yields
--Agricultural use acres and cropland acres
--Copies of aerial photography
--Conservation Reserve Program (CRP) acres
--Highly erodible land (HEL) delineations
--Wetland classifications
Notwithstanding the foregoing, USDA will not release to
appraisers information indicating the acreage, yield, storage and
marketing of peanuts or tobacco if that information was requested by
USDA and is necessary for the administration of title III of the
Agricultural Adjustment Act of 1938, 7 U.S.C. 1361 et seq., unless
the information to be released is in an aggregate form that does not
identify the information furnished by any person. FSA will continue
to make available for public inspection information regarding acreage
allotments and farm marketing quotas established for farms as
required by law.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12): Disclosure may be
made from this system to ``consumer reporting agencies'' as defined
in the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal
Claims Collection Act (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained electronically and in file folders at the
Agricultural Credit Team, County, District, State, and National
offices. A limited subset of personal, financial and characteristics
data required for effective management of the programs and borrower
repayment status is maintained on disk or magnetic tape at the
Finance Office. This subset of data may be accessed by the authorized
personnel from each office.
Retrievability:
Records are indexed by name, identification number and type of
loan. Data may be retrieved from paper records or the magnetic tapes.
A limited subset is available through telecommunications capability,
ranging from telephones to intelligent terminals. All FSA
Agricultural Credit Team, State, National and some county offices
have the telecommunications capability available to access this
subset of data.
Safeguards:
Records are kept in locked offices at the Agricultural Credit
Team, County, District, State and National Offices. A limited subset
of data is also maintained in a tape and disk library and an on-line
retrieval system at the Finance Office. Access is restricted to
authorized FSA personnel. A system operator and terminal passwords
and code numbers are used to restrict access to the online system.
Passwords and code numbers are changed as necessary.
Retention and disposal:
Records are maintained subject to the Federal Records Disposal
Act of 1943 (44 U.S.C. 366-380) and in accordance with FSA's disposal
schedules. The Agricultural Credit Team, District, County, State and
National office dispose of records by shredding, burning, or other
suitable disposal methods after established retention periods have
been fulfilled. Finance Office records are disposed of by
overprinting. (Destruction methods may never compromise the
confidentiality of information contained in the records).
Applications, including credit reports and personal references which
are rejected, withdrawn, or otherwise terminated, are kept in the
Agricultural Credit, County, District, or State office for 2 full
fiscal years and 1 month after the end of the fiscal year in which
the application was rejected, withdrawn, canceled, or expired. If
final action was taken on the application, including an appeal,
investigation, or litigation, the application is kept for 1 full
fiscal year after the end of the fiscal year in which final action
was taken. The records, including credit reports, of borrowers who
have paid or otherwise satisfied their obligations are retained at
the Agricultural Credit Team, County, District, or State Office for 1
full fiscal year after the fiscal year in which the loan was paid in
full. Correspondence records at the National Office which concern
borrowers and applicants are retained for 3 full fiscal years after
the last year in which there was correspondence.
System manager(S) and address:
The Agricultural Credit Manager at the Agricultural Credit Team
Office or at the County Office, District Director at the District
Office, and the State Executive Director at the State Office, the
Assistant Administrator of the Finance Office for Finance Office in
St. Louis, MO, and the FSA Administrator for the National Office at
the following address: USDA/FSA Administrator, Stop 0501, PO 2415,
Washington, DC 20250-2415.
Notification procedure:
Any individual may request information regarding this system of
records, or determine whether the system contains records pertaining
to themselves from the appropriate Systems Manager. If specific
location of the record is not known, the individual should address
their request to: Administrator, FSA, Attention: Freedom of
Information Officer, Stop 0506, PO Box 2415, Washington, DC 20013-
2415. A request for information should include: name, address, State
and county where the loan was applied for or approved, and
particulars involved (i.e. date of request/approval, type of loan,
etc.).
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in this system which pertains to
themselves by submitting a written request to one of the Systems
Managers. The envelope and letter should be marked ``Privacy Act
Request.'' A request for information should contain: name, address,
ZIP code, name of the system of records in question, and any other
pertinent information to help identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
should contain: name, address, ZIP code, name of the system of
records in question, and any other pertinent information to help
identify the file.
Record source categories:
Information in this system comes primarily from the borrower.
Credit reports and personal references come primarily from credit
agencies and creditors.
Exemptions claimed for the system:
None.
USDA/FSA-15
System name:
Voluntary Minority Farm Register File (Automated), USDA/FSA-15.
System location:
Deputy Administrator for Field Operations, Farm Service Agency,
STOP 0501, 1400 Independence Avenue, SW., Washington, DC 20250-0501.
Categories of individuals covered by the system:
Minority farm land owners, operators and other producers who
voluntarily request to be covered.
Categories of records in the system:
The system includes name, address, phone number, Social Security
Number, farm location and race/ethnicity/gender coding provided by
the individual.
Authority for maintenance of the system:
7 U.S.C. 7901 et seq.; 15 U.S.C. 714 et seq.; and 16 U.S.C. 3831
et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed as follows:
(1) Records in the system will be disclosed and distributed to
community-based organizations, educational institutions and
government agencies assisting minorities with land retention and
acquisition to ensure that USDA programs available for assisting
farmers are widely publicized and accessible to all.
(2) USDA will disclose information in the system to a court or
adjudicative body in a proceeding when:
(a) The agency or any component thereof;
(b) Any employee of the agency in his or her official capacity;
(c) Any employee of the agency in his or her individual capacity
where the agency has agreed to represent the employee; or
(d) The U.S. Government is a party to litigation or has an
interest in such litigation and, by careful review, determines that
the records are both relevant and necessary to the litigation and the
use of such records is therefore deemed by the agency to be for a
purpose compatible with the purpose for which the agency collected
the records.
(3) When a record on its face, or in conjunction with other
records, indicates a violation or potential violation of law, whether
civil, criminal or regulatory in nature, and whether arising by
general statute or particular program statute, or by regulation,
rule, or order issued pursuant thereto, disclosure may be made to the
appropriate agency, whether Federal, foreign, State, local, or
tribal, or other public authority responsible for enforcing,
investigating or prosecuting such violation or charged with enforcing
or implementing the statute, or rule, regulation, or order issued
pursuant thereto, if the information disclosed is relevant to any
enforcement, regulatory, investigative or prospective responsibility
of the receiving entity.
(4) USDA will disclose information in the system to a Member of
Congress or to a Congressional staff member in response to an inquiry
from the Congressional office made at the written request of the
constituent about whom the record is maintained.
(5) Records from this system of records may be disclosed to the
National Archives and Records Administration or to the General
Services Administration for records management inspections conducted
under 44 U.S.C. 2904 and 2906.
(6) USDA will disclose information in the system to agency
contractors, grantees, experts, consultants or volunteers who have
been engaged by the agency to assist in the performance of a service
related to this system of records and who need to have access to the
records in order to perform the activity. Recipients shall be
required to comply with the requirements of the Privacy Act of 1974,
as amended, pursuant to 5 U.S.C. 552a(m); and
(7) USDA will disclose to members of Congress the names and
addresses of producers.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders and Department computer
systems at applicable location as set out above under the heading
``System Location.''
Retrievability:
Records are indexed by individual name, identification number,
farm number, tax identification number, Social Security number and
type of loan.
Safeguards:
Records, both paper and electronic, are accessible only to
authorized personnel and are maintained in offices that are locked
during non-duty hours. Access to these records is limited to
authorized FSA personnel and representatives. Records stored in
computer files are protected by passwords and other electronic
security systems.
Retention and disposal:
The Minority Farm Register will be recreated at biennial
intervals to update name and address information and to ensure the
inclusion of any changes in farm land ownership recorded in FSA
records. A letter will be sent to all Register participants. The
letter will clarify that there is no need for action if name, address
or farm land circumstances have not changed. The Farm Service Agency
will maintain a master file of each generation of the Voluntary
Minority Farm Register electronically. Program documents will be
destroyed within 10 years after end of participation.
System manager(s) and address:
Deputy Administrator for Field Operations, Farm Service Agency,
STOP 0501, 1400 Independence Avenue, SW., Washington, DC 20250-0501.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to the individual, from the System Manager listed above.
Record access procedures:
An individual may obtain information about a record in the system
that pertains to such individual by submitting a written request to
the above listed System Manager. The envelope and letter should be
marked ``Privacy Act Request.'' A request for information pertaining
to an individual should contain: name, address, ZIP code, name of
system of record (Minority Farm Register), year of records in
question, and any other pertinent information to help identify the
file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager, and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
pertaining to an individual should contain: name, address, ZIP code,
name of system of record (Minority Farm Register), year of records in
question, and any other pertinent information to help identify the
file.
Record source categories:
Information in this system comes only from the individuals who
voluntarily sign up for the Register and who are the subjects of the
files.
Exemptions claimed for the system:
None.
USDA/FSA-16
System name:
Graduation File, USDA/FSA-16.
System location:
Each borrower's graduation file is located in the Agricultural
Credit Team Office or County Office through which the borrower
obtained the loan and, in some cases, at the State Office responsible
for that Agricultural Credit Team Office or County office. The
addresses of State and County Offices are listed in the telephone
directory under the heading ``United States Government, Department of
Agriculture, Farm Service Agency.
Categories of individuals covered by the system:
All FSA borrower's whose loans are eligible for review to
determine the borrower should obtain credit from other sources. All
borrowers who have been in debt for at least 3 years on an emergency
loan, an operating loan, or a real estate loan are considered
eligible for review.
Categories of records in the system:
The system consists of files containing names of borrowers
eligible for review, type of loan, whether graduation is advisable,
and any communications with the borrower concerning whether the loan
has been paid off or if the borrower is unable to refinance, as well
as comments of the county committee and the Agricultural Credit
Manager.
Authority for maintenance of the system:
7 U.S.C. 1921 et. seq., 42 U.S.C. 1471 et. seq., and 5 U.S.C.
301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
(1) To the appropriate agency, whether Federal, State, local,
tribal, or foreign, charged with the responsibility of investigating
or prosecuting a violation of law, or of enforcing or implementing a
statute, rule, regulation or order issued pursuant thereto, or of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule regulation or order issued
pursuant thereto, if the information disclosed is relevant to any
enforcement, regulatory, investigative, or prosecutive responsibility
of the receiving agency;
(2) To a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
written request of that individual; and
(3) To financial consultants, advisors, lending institutions,
packagers, agents, and private or commercial credit sources, when FSA
determines such referral is appropriate to encourage contacting
selected borrowers to facilitate the refinancing of their FSA
indebtedness as required by Title V of the Housing Act of 1949, as
amended.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by name.
Safeguards:
Records are kept in locked offices, and access is restricted to
authorized FSA personnel.
Retention and disposal:
Records are retained for 3 years after the list of borrowers
eligible for review was received by the Agricultural Credit Manager.
System manager(s) and address:
The Agricultural Credit Manager and the State Executive Director
at the appropriate levels.
Notification procedure:
Any individual may request information regarding this system of
records, or determine whether the system contains records pertaining
to themselves from the appropriate Systems Manager. If specific
location of the record is not known, the individual should address
their request to: Administrator, FSA, Attention: Freedom of
Information Officer, Stop 0506, PO Box 2415, Washington, DC 20013-
2415. A request for information should contain: Name, address, the
FSA Office where loan or was applied for or approved and particulars
involved (i.e., date of request/approval, type of loan, etc.).
Record access procedures:
Any individual may obtain information regarding the procedures
for gaining access to a record in the system which pertains to
themselves by submitting a written request to one of the Systems
Managers referred to in the preceding paragraph. The envelope and
letter should be marked ``Privacy Act Request.'' A request for
information should contain: Name, address, ZIP code, name of the
system of records, year of records in question, and any other
pertinent information to help identify the file.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the above listed System
Manager and should include the reason for contesting it and the
proposed amendment to the information with supporting information to
show how the record is inaccurate. A request for contesting records
should contain: Name, address, ZIP code, name of the system of
records, year of records in question, and any other pertinent
information to help identify the file.
Record source categories:
Information in this system comes primarily from the borrower.
Federal Crop Insurance Corporation
USDA/FCIC-1
System name:
Accounts Receivable.
Security classification:
None.
System location:
Kansas City Office, Federal Crop Insurance Corporation, Risk
Management Agency, 6501 Beacon Drive, Stop 0814, Kansas City,
Missouri 64133-4676 and regional and compliance offices for the
Federal Crop Insurance Corporation. Addresses of the regional offices
may be obtained from the Deputy Administrator, Insurance Services,
Risk Management Agency, United States Department of Agriculture, 1400
Independence Avenue, SW., Stop 0805, Room 6709-S, Washington, DC
20250-0803.
Categories of individuals covered by the system:
The system consists of information on any individual or other
legal entity that is indebted to the Federal Crop Insurance
Corporation (FCIC) or a private insurance company.
Categories of records in the system:
The system consists of standardized records containing
identifying information on individuals or other legal entities such
as the name of individuals legally responsible for the debt, address,
tax identification number (social security number or employer
identification number); information relating to debt identification,
such as policy number; codes identifying the type of debt and the
basis for establishing the debt; date the debt arose; principal debt
amount; interest rate and date interest accrues on the debt;
information related to changes in debt amount and debt status; and
brief remarks that identify or clarify actions being taken by FCIC.
Authority for maintenance of the system:
7 U.S.C. 1501 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be used as follows:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute or by rule, regulation or order issued
pursuant thereto.
(2) Disclosure to a court, magistrate or administrative tribunal
or to opposing counsel in a proceeding before a court, magistrate, or
administrative tribunal, of any record within the system which
constitutes evidence in that proceeding, or which is sought in the
course of discovery, to the extent that FCIC determines that the
records sought are relevant to the proceeding.
(3) Disclosures may be made from this system with respect to
debts to a credit reporting agency in accordance with 31 U.S.C. 3701,
3711(f), 3720B, 4 CFR 102.3, 4 CFR 3.35 and 7 CFR part 400, subpart K
in order to assist in collecting delinquent debts.
(4) Referral of past due legally enforceable debts to the
Department of the Treasury, Internal Revenue Service (IRS), to be
offset against any tax refund that may become due the debtor for the
tax year in which the referral is made in accordance with 31 U.S.C.
3720 A, and 26 CFR 301.6402-6T.
(5) Referral to a collection agency, when FCIC determines such
referral is appropriate for collecting the debtor's account in
accordance with 31 U.S.C. 3711, 3718; 7 CFR part 400, subpart K; 7
CFR 3.36.
(6) Disclosure may be made to a congressional office from the
record of an individual in response to any inquiry from the
congressional office made at the request of that individual.
(7) Referral of information regarding indebtedness to the
Department of Defense, and the United States Postal Service, for the
purpose of conducting computer matching programs to identify and
locate individuals receiving Federal salary or benefit payments and
who are delinquent in their repayment of debts owed to the U.S.
Government under certain programs administered by the FCIC in order
to collect debts in accordance with the Debt Collection Act of 1982
(Pub. L. 97-365) by voluntary repayment, administrative or salary
offset procedures, or through the use of collection agencies.
(8) Referral of delinquent debts to the Department of Treasury,
Financial Management Service, and other Federal agencies for
administrative offset of eligible Federal payments and for cross-
servicing of debtor accounts in accordance with 31 U.S.C. 3716; 7 CFR
part 3, subpart B.
(9) Referral of delinquent debts to the debtor's employer for
wage garnishment in accordance with 31 U.S.C. 3720D.
(10) Disclosure may be made to private insurance companies
delivering the FCIC program as authorized by the Federal Crop
Insurance Act.
(11) Disclosure to contractors or other Federal agencies to
conduct research and analysis to identify patterns, trends,
anomalies, instances and relationships of private insurance
companies, agents, loss adjusters and policyholders that may be
indicative of fraud, waste, and abuse.
(12) Disclosure to private insurance companies, contractors,
cooperators, partners of FCIC, and other Federal agencies for any
purpose relating to the sale, service, administration, analysis of
the Federal crop insurance program.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained electronically, on computer printouts,
microfiche, and in the file folders at the Kansas City Office.
Retrievability:
Records may be indexed and retrieved by name of individual, tax
identification number (including social security number), or contract
number.
Safeguards:
Records are accessible only to authorized personnel and are
maintained in offices that are locked during non-duty hours. File
folders and other hard copy records are stored in locked file
cabinets. The electronic records are controlled by password
protection and the computer network is protected by means of a
firewall.
Retention and disposal:
Records are maintained until the indebtedness is paid. Unless
shredding is required by Federal regulations, paper records are
delivered to custodial services for disposal as waste paper.
Electronic records may be erased after the debt is settled and upon
the expiration of the records retention period established by the
National Archivist.
System manager(s) and address:
Fiscal Operations Branch, Risk Management Agency, Federal Crop
Insurance Corporation, 6501 Beacon Drive, Stop 0814, Kansas City,
Missouri 64133-4676. Telephone: (816) 926-7033.
Notification procedure:
An individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to such individual from the Kansas City Office. The
request for information should contain the individual's name and
address; tax identification number (including social security
number); State(s) and county(ties) where such individual farms; and
individual crop insurance policy number(s), if known. Before
information about any record is released, the System Manager may
require the individual to provide proof of identity or require the
requester to furnish an authorization from the individual to permit
release of information.
Record access procedures:
An individual may obtain information as to the procedures for
gaining access to a record in the system, that pertains to such
individual, by submitting a written request to the Privacy Act
Officer, Risk Management Agency, Program Support Staff, Room 6620-SB,
AG Stop 0821, 1400 Independence Avenue, SW., Washington, DC 20250-
0821. The envelope and letters should be marked, Privacy Act Request.
A request for information should contain: name, address, ZIP code,
tax identification number (including social security number), name of
the system of records, year of records in question, and any other
pertinent information to help identify the file.
Contesting record procedures:
Procedures for contesting records are the same as the procedures
for record access. Include the reason for contesting the record and
the proposed amendment to the information with supporting
documentation to show how the record is inaccurate.
Record source categories:
Information in this system comes primarily from the insurance
company, individual debtor or from other Federal agencies.
USDA/FCIC-2
System name:
Compliance Review Cases.
Security classification:
None.
System location:
Federal Crop Insurance Corporation, Risk Management Agency, 6501
Beacon Drive, Stop 0814, Kansas City, Missouri 64133-4676,
headquarters and regional compliance offices for the Federal Crop
Insurance Corporation, and the Center for Agribusiness Excellence,
Tarleton State University, 1333 W. Washington St., Stephenville,
Texas, 76402. Addresses for headquarters and each regional compliance
office may be obtained from the Deputy Administrator for Compliance,
Risk Management Agency, United States Department of Agriculture, 1400
Independence Avenue, SW., Stop 0806, room 6094-S, Washington, DC
20250-0806.
Categories of individuals covered by the system:
The system consists of: (1) Individuals or other legal entities
that presently have or have had insurance with the Federal Crop
Insurance Corporation (FCIC) or a private insurance company reinsured
by FCIC; (2) individuals who are under contract with or employed by a
private insurance company to solicit and service crop insurance
contracts, who meet the licensing requirements set by the individual
States and requirements established by FCIC for such activities; (3)
persons authorized by FCIC or the State to perform loss adjustment
and related activities; and (4) private insurance companies and other
individuals or entities alleged to have committed acts that could
subject them to disqualification, suspension, disbarment or any other
administrative action, who are the subject of a compliance review or
investigation.
Categories of records in the system:
The system consists of: (1) Compliance review files containing
evidence gathered in the course of a compliance review; (2) the
results of any research and analyses conducted on the information
contained in any of the systems of records maintained by FCIC that
are anomalous or indicate the existence of fraud, waste or abuse; (3)
the identification of policyholders identified through other means
where there are indications of potential fraud, waste or abuse; and
(4) reports and inter/intra-Agency recommendations from the Office of
Inspector General, the Farm Service Agency, other USDA agencies,
private insurance companies, and any other sources regarding
individuals or entities who may have failed to comply with the
Federal Crop Insurance Act, any regulations promulgated thereunder,
the terms of the policy, or any procedure or directive established by
FCIC.
Authority for maintenance of the system:
7 U.S.C. 1501 et seq. and 7 CFR part 1, subpart G, Appendix A.
Routine uses of records maintained in the system including
categories of users and the purposes of such uses:
Records contained in this system may be used as follows:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, responsible for enforcing or
implementing a statute, rule, regulation or order issued pursuant
thereto, when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature arising by general statute, program statute, rule, regulation
or order pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or
any component thereof; or (b) any employee of the agency in his or
her official capacity; or any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (c) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the use of such records by the Department of Justice
is deemed by the agency to be relevant and necessary to the
litigation, provided, however, in each case, the agency determines
that disclosure of the records to the Department of Justice is a use
of the information contained in the records that is compatible with
the purpose for which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative
body before which the agency is authorized to appear, when (a) the
agency, or any component thereof; or (b) any employee of the agency
in his or her official capacity; or (c) any employee of the agency in
his or her individual capacity where the agency has agreed to
represent the employee; or (d) the United States, where the agency
determines litigation is likely to affect the agency or any of its
components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation, provided, however, that in
each case, the agency determines that disclosure of the records to
the court is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(4) Disclosure in response to a request for discovery or for the
appearance of a witness, to the extent that the agency determines
that the information sought is relevant to the subject matter
involved in a pending judicial or administrative proceeding.
(5) Referral to contractors/cooperators for purposes of
conducting research and analyses to identify trends, patterns,
anomalies, instances and relationships of private insurance
companies, agents, loss adjusters and policyholders that may be
indicative of fraud, waste, or abuse.
(6) Referral to the Farm Service Agency or to the responsible
private insurance company to verify the accuracy of information
reported by an individual or entity to FCIC or a private insurance
company with respect to a policy or plan of insurance authorized
under the Federal Crop Insurance Act.
(7) Disclosure to private insurance companies, contractors,
cooperators, partners of FCIC, and other Federal agencies for any
purpose relating to the sale, service, administration, analysis or
evaluation of the Federal crop insurance program.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained electronically, on computer printouts and
in the file folders at the addresses listed under ``System
Location.''
Retrievability:
Records may be indexed and retrieved by the individual or entity
name, tax identification number (including social security number),
the private insurance company name, subject of the compliance review
or the case number. Data research and analyses records may be indexed
and retrieved by State and County, individual or entity name, tax
identification number (including social security number), or contract
number.
Safeguards:
Records are accessible only to authorized personnel and are
maintained in offices that are locked during non-duty hours. The
computer database is controlled by password protection and the
computer network is protected by means of a firewall. File folders
are stored in locked file cabinets.
Retention and disposal:
Record retention and disposal are handled in accordance with
instructions outlined in the Farm and Foreign Agricultural Service
Handbook, ``Records Management, 2-AS (Revision 10), Amendment 1.''
System manager/s/ and Address:
Deputy Administrator for Compliance, Risk Management Agency,
Federal Crop Insurance Corporation, 1400 Independence Avenue, SW.
Stop 0806, Washington, DC 20250-0806, telephone number (202) 720-
0642.
Exemptions claimed for the system:
Pursuant to the provisions of 5 U.S.C. 552a(k)(2), material in
this system of records is exempt from the requirements of 5 U.S.C.
552(a)(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f) because it
contains investigatory material compiled for law enforcement
purposes. See 7 CFR 1.123.
5 U.S.C. 552a(c)(3) requires that an accounting of disclosures be
made available to an individual. This would impair compliance reviews
by alerting the subject of the review to the existence of those
compliance reviews. The release of information from these files could
result in the destruction or alteration of documentary evidence
necessary to prosecution, improper influence or witnesses and other
activities which could impede or compromise the review.
5 U.S.C. 552a(d) requires that an individual is given access to
and the right to amend files pertaining to him or her. Such
individual access to these files could hamper reviews in progress by
alerting subjects involved in compliance reviews that their actions
are under scrutiny, and allow them time to take measures to prevent
detection of any illegal activities or escape prosecution. Release of
these records also would disclose investigatory techniques and review
procedures employed by the RMA Office of Risk Compliance, Federal
Crop Insurance Corporation and other agencies, which may impair law
enforcement activities.
5 U.S.C. 552a(e)(1) permits the maintenance of only such
information as is relevant and necessary to accomplish a purpose of
the Agency required by statute or Executive Order. Exemption from
this provision is required because determination of relevance and
necessity can be made only after information is evaluated. Evaluation
at the time of collection is too time consuming for the effective
conduct of a compliance review. Further, the determination of
relevance or necessity of specific information at the early stages of
the compliance review is not possible.
5 U.S.C. 552a(e)(4)(G), (H) and (f) provide for notification and
access procedures. If these requirements were followed it would
necessarily alert subjects of the compliance review to the existence
of the review and could impair the outcome of the review. Similarly,
access to the records could interfere with compliance review and
ultimate law enforcement proceedings; disclose confidential
informants and information; constitute an unwarranted invasion of
personal privacy of others; and reveal confidential investigative
techniques and procedures.
5 U.S.C. 552a(e)(4)(I) requires that categories of records in
each system be published. Application of this provision could
disclose investigative techniques and procedures employed by
compliance reviewers, which may impair law enforcement activities.
USDA/FCIC-3
System name: Crop Insurance Actuarial Listing, USDA/FCIC.
System location:
Field Actuarial Offices: Davis, California; Valdosta, Georgia;
Springfield, Illinois; Oklahoma City, Oklahoma; Billings, Montana;
Jackson, Mississippi; Raleigh, North Carolina; St. Paul, Minnesota;
and Topeka, Kansas.
Field Operations Offices: Davis, California; Harrisburg,
Pennsylvania; Columbia, Missouri; Springfield, Illinois;
Indianapolis, Indiana; Des Moines, Iowa; Manhattan, Kansas; St. Paul,
Minnesota; Jackson, Mississippi; Billings, Montana; Lincoln,
Nebraska; Raleigh, North Carolina; Bismarck, North Dakota; Columbia,
South Carolina; Huron, South Dakota; Nashville, Tennessee; College
Station, Texas; and Spokane, Washington.
Also, service offices of the Federal Crop Insurance Corporation.
Addresses of each such field office may be obtained from the
telephone directories under United States Government, Department of
Agriculture, Federal Crop Insurance Corporation.
Categories of individuals covered by the system:
Individuals who produce specific crop(s) in the county.
Categories of records in the system:
The system contains the name and address of the owner or operator
of a farm, ASCS farm serial number, allotment or planted acres of the
crop, and the actuarial classification for the crop(s).
Authority for maintenance of the system:
7 U.S.C. 1501-1520; 7 CFR 2.73.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general or particular
program statute, or by rule, regulation or order issued pursuant
thereto.
(2) Referral to a court, magistrate, or administrative tribunal,
or to opposing counsel in a proceeding before any of the above, of
any record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
(3) Information in the system of records is on file and available
to the public for inspection in the service office for the county.
(4) Dislosure may be made to a Congressional office from the
record of an individual in response to an inquiry from the
Congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by State, county, crop, and name of owner/
operator of ASCS farm serial number.
Safeguards:
Records are available for public inspection in the service office
for the county. These offices are locked during non-working hours.
Retention and disposal:
Indefinite.
System manager(s) and address:
Manager, Federal Crop Insurance Corporation, USDA, Washington, DC
20250.
Notification procedure:
An individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to such individual from the service office. The addresses
of the individual service office may be obtained from the Director,
Field Operations Division, FCIC, Washington, DC 20250. A request for
information pertaining to an individual should contain (1)
Individual's name and address, (2) State(s) and county(ies) where
farm(s) is located, (3) whether owner or operator, and (4) ASCS farm
serial number.
Record access procedures:
An individual may obtain information as to procedures for gaining
access to a record in this system which pertains to such individual
by submitting a written request to the Director, Field Operations
Division, FCIC, Washington, DC 20250.
Contesting record procedures:
Same as access above.
Record source categories:
Information in this system comes from county ASCS offices, data
obtained from producers and from Corporation records of producers's
insurance experience.
USDA/FCIC-5
System name: Rejected Applications, USDA/FCIC.
System location:
Field Operations Offices: Davis, California; Harrisburg,
Pennsylvania; Columbia, Missouri; Springfield, Illinois;
Indianapolis, Indiana; Des Moines, Iowa; Manhattan, Kansas; St. Paul,
Minnesota; Jackson, Mississippi; Billings, Montana; Lincoln,
Nebraska; Raleigh, North Carolina; Bismarck, North Dakota; Columbia,
South Carolina; Huron, South Dakota; Nashville, Tennessee; College
Station Texas; and, Spokane, Washington. Also individual service
offices of the Federal Crop Insurance Corporation. The address of
each Field Operations Office may be obtained from the local telephone
directory under the ``United States Government, Department of
Agriculture, Federal Crop Insurance Corporation.''
Categories of individuals covered by the system:
Producers whose applications for insurance have been rejected.
Categories of records in the system:
System consists of the rejected application, related materials
and correspondence received between the applicant and Federal Crop
Insurance Corporation offices.
Authority for maintenance of the system:
7 U.S.C. 1501-1520; 7 CFR 2.73.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1)Referral top the appropriate agency, whether Federal, State,
local, or foreign, charged with the responsibility of investigating
or prosecuting a violation of law, or of enforcing or implementing
the statute, rule, regulation or order issued pursuant thereto, of
any record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to a court, magistrate, or administrative tribunal,
or to opposing counsel in a proceeding before any of the above, of
any record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
(3) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders in the service and field
operations offices involved.
Retrievability:
Records are indexed by individual names and crop years.
Safeguards:
Records are accessible only to authorized personnel and are
maintained in offices which are locked during non-working hours.
Retention and disposal:
Records are normally retained for 3 years following the crop year
in which the file was prepared. Records for disposal are delivered to
custodial services as waste paper.
System manager(s) and address:
Manager, Federal Crop Insurance Corporation, USDA, Washington, DC
20250.
Notification procedure:
An individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to such individual from the service office for the county.
The addresses of the individual service office may be obtained from
the Director, Field Operations Division, FCIC, Washington, DC 20250.
A request for information pertaining to an individual should contain
(1) Individual's name and address, (2) State(s) any county(ies) where
farm(s) is located, and (3) crop year in which application for
insurance was rejected.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in this system which pertains to such
individual by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures:
Same as access procedure.
Record source categories:
Information in this system comes from prospective insureds and
employees of the Federal Crop Insurance Corporation.
USDA/FCIC-6
System name: Insurance Contract Analysis, USDA/FCIC.
System location:
Federal Crop Insurance Corporation, 9435 Holmes, Kansas City,
Missouri, 64131. Field Actuarial Offices in Valdosta, Georgia;
Springfield, Illinois; Oklahoma City, Oklahoma; Billings, Montana;
Jackson, Mississippi; Raleigh, North Carolina; St. Paul, Minnesota;
Topeka, Kansas; Harrisburg, Pennsylvania; and, Davis, California.
Field Operations offices in 18 different locations, and individual
service offices of the Federal Crop Insurance Corporation. Addresses
of each field office may be obtained from the Director, Field
Operations Division, FCIC, Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who have, or have had in the past, insurance with the
Federal Crop Insurance Corporation.
Categories of records in the system:
The system contains the name, crops insured by crop years, the
amount of premium paid by the insured, the amount of indemnity paid
to the insured, the cause of loss, loss ration of each crop insured
under the policy, the number of years of no loss, the wheat bushel
balance for premium discount purposes, the total number of years a
premium discount was earned, and the number of years an indemnity was
paid.
Authority for maintenance of the system:
7 U.S.C. 1501-1520; 7 CFR 2.73.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation of law or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation of potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute or by rule, regulation or order issued
pursuant thereto.
(2) Referral to a court magistrate, or administrative tribunal,
or to opposing counsel in a proceeding before any of the above, of
any record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
(3) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in bound books and on magnetic tape.
Retrievability:
Records are indexed by State, county and policy number.
Safeguards:
Records are accessible only to authorized personnel and are
maintained in offices which are locked during non-working hours.
Retention and disposal:
Records are maintained for 3 years after a policy is cancelled,
except indefinite retention applies where the loss ratio for an
individual crop was 1.20 or greater. Paper records for disposal are
delivered to custodial services for disposal as waste paper. Magnetic
tape records are erased.
System manager(s) and address:
Manager, Federal Crop Insurance Corporation, USDA, Washington, DC
20250.
Notification procedure:
An individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to such individual from the service office for the county.
Addresses of locations where records are maintained may be obtained
from the Director, Field Operations Division, FCIC, Washington, DC
20250. The request for information should contain (1) individual's
name and address (2) State(s) and county(ies) where such individual
farms, and (3) the individual policy number, if known.
Record access procedures:
An individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to such
individual by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures:
Same as access procedure.
Record source categories:
Information in this system is a summary of data obtained from
insured producers.
USDA/FCIC-7
System name: Insurance Contract Files, USDA/FCIC.
System location:
Kansas City Operations Office, Federal Crop Insurance
Corporation, 9435 Holmes, Kansas City, Missouri 64131 and/or various
service offices throughout the United States. To obtain addresses of
the service offices, contact: Director, Field Operations Division,
Washington, DC 20250.
Categories of individuals covered by the system:
Individual farmers who participate in the Federal Crop Insurance
program are included in this system of records.
Categories of records in the system:
This system consists of a complete file containing all basic
insurance documents; i.e., the application for insurance, the annual
acreage report, inspection reports, claim forms, miscellaneous
correspondence, etc. Selected data obtained from the basic insurance
documents is also maintained on magnetic tape.
Authority for maintenance of the system:
7 U.S.C. 1501-1520; 7 CFR 2.73.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charges with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to a court, magistrate or administrative tribunal,
or to opposing counsel in a proceeding before any of the above, of
any record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
(3) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in individual file folders and on magnetic
tape.
Retrievability:
Records are indexed by State, county, and policy number.
Safeguards:
Records are accessible only to authorized personnel and are
maintained in offices which are locked during non-working hours.
Retention and disposal:
Records are maintained for 3 years following cancellation of the
policy, except where there is an outstanding debt the file is
retained 5 years following the year of the debt. Paper records for
disposal are delivered to custodial services for disposal as waste
paper. Magnetic tape records are erased.
System manager(s) and address:
Manager, Federal Crop Insurance Corporation, USDA, Washington, DC
20250.
Notification procedure:
An individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to such individual from the Director, Field Operations
Division, FCIC, Washington, DC 20250. Addresses of locations where
records are maintained may also be obtained from the above office.
A request for information should contain (1) individual's name
and address, (2) State(s) and county(ies) where such individual
farms, and (3) the individual policy number(s), if known.
Record access procedures:
An individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to such
individual by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures:
Same as access procedure.
Record source categories:
Information in this system comes primarily from individual
insured, Federal Crop Insurance Corporation and investigative
personnel.
USDA/FCIC-8
System name: List of Ineligible Producers, USDA/FCIC.
System location:
Kansas City Operations Office, Federal Crop Insurance
Corporation, 9435 Holmes, Kansas City, Missouri 64131; Field
Underwriting Offices; Field Operations Offices; and each service
office of the Federal Crop Insurance Corporation. Addresses of each
such field office may be obtained from the Director, Field Operations
Division, FCIC, Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who have been determined as not eligible for Federal
Crop Insurance due to excessive losses or questionable farming
practices not typical to their area, non-payment of premium or other
indebtedness arising under the terms of the crop insurance contract,
or who have contracts voided due to fraud or other contract
violations.
Categories of records in the system:
Record contains only lists of names and last known addresses of
producers, including township and range where applicable, Social
Security and Tax Identification numbers when voluntarily provided,
and prior policy numbers, if any, for a specific state and county.
Authority for maintenance of the system:
7 U.S.C. 1501-1520; 7 CFR 2.73.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or
any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or
her individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the use of such records by the Department of Justice
is deemed by the agency to be relevant and necessary to the
litigation, provided, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative
body before which the agency is authorized to appear, when (a) the
agency, or any component thereof; or (b) any employee of the agency
in his or her official capacity; or (c) any employee of the agency in
his or her individual capacity where the agency has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation, provided, however, that in
each case, the agency determines that disclosure of the records to
the court is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(4) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
(5) Referral of information regarding policyholder ineligibility
to private insurance companies under an Agency Sales and Service
Contract with respect to those policyholders determined by FCIC to be
ineligible for Federal Crop Insurance due to excessive losses or
questionable farming practices not typical to their area, non-payment
of premium or other indebtedness arising under the terms of the crop
insurance contract, or who have contracts voided due to fraud or
other contract violations.
(6) Referral of information regarding policyholder ineligibility
to private insurance companies under a Reinsurance Agreement with
FCIC with respect to individuals whose crop insurance policies are
reinsured by FCIC, and whose policies are determined by FCIC to be
ineligible for reinsurance by FCIC due to excessive losses or
questionable farming practices not typical to their area, non-payment
of premium or other indebtedness arising under the terms of the crop
insurance contract, or who have contracts voided due to fraud or
other contract violations.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders by county, and on magnetic
tape.
Retrievability:
Records are indexed by State, county, name and last known address
of individuals, including township and range where applicable, Social
Security and Tax Identification numbers when voluntarily provided,
and prior policy numbers, if any, for a specific state and county.
Safeguards:
Records are accessible only to authorized personnel and are
maintained in offices which are locked during non-working hours.
Retention and disposal:
Magnetic tape records are maintained indefinitely. Hard copy
records are maintained subject to the Disposal of Field Records
retention schedule (FCIC Issuance System--M5-P2-C8, Exhibits 1, 2,
and 5).
System manager(s) and address:
Manager, Federal Crop Insurance Corporation, USDA, Washington, DC
20250.
Notification procedure:
An individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to such individual from the Manager, Federal Crop
Insurance Corporation, Room 4096, South Building, U.S. Department of
Agriculture, Washington, DC 20250. Addresses of locations where
records are maintained may also be obtained from the above office.
A request for information pertaining to an individual should
contain (1) Individual's name and address, (2) State(s) and
county(ies) where such individual farms, and (3) the individual
policy number(s), if known.
Record access procedures:
An individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to such
individual by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures:
Same as access procedure.
Record source categories:
Information in this system comes from FCIC policyholder records,
reports of inspections made by FCIC personnel of producer's
operations, records of previous insuring experience, and equivalent
records maintained by reinsured companies and reported to FCIC.
USDA/FCIC-9
System name:
Agent.
Security classification:
None.
System location:
Kansas City Office, Federal Crop Insurance Corporation, Risk
Management Agency, 6501 Beacon Drive, Stop 0814, Kansas City,
Missouri 64133-4676 and regional offices for the Federal Crop
Insurance Corporation. Addresses of the regional offices may be
obtained from the Deputy Administrator, Insurance Services, Risk
Management Agency, United States Department of Agriculture, 1400
Independence Avenue, SW., Stop 0805, Room 6709-S, Washington, DC
20250-0803.
Categories of individuals covered by the system:
The system consists of information on any individual who is under
contract with or employed by a private insurance company to solicit
and service crop insurance contracts, and who meets the licensing
requirements set by individual States and FCIC for such activities.
Categories of records in the system:
The system consists of standardized records containing
identifying information on individuals such as name, social security
number, agent code, the State, county, and private insurance company
that insures the policy for which the agent sells or services, and
the individual policy number, State and county, private insurance
company, amount of premium collected, and amount of indemnity paid
for all applicable losses for each policy sold and serviced by the
agent, and any information relating to State licensing and any
disqualification, suspension, debarment, and any other ineligibility.
Authority for maintenance of the system:
7 U.S.C. 1501 et seq.
Routine uses of records maintained in the system, including
categories of uses and purposes of such uses:
Records contained in this system may be used as follows:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, rule, regulation, or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute or by rule, regulation, or order issued
pursuant thereto.
(2) Disclosure to a court or adjudicative body in a proceeding
when: (a) The agency or any component thereof; or (b) any employee of
the agency in his or her official capacity; or (c) any employee of
the agency in his or her individual capacity where the agency has
agreed to represent the employee; or (d) the United States Government
is a party to litigation or has an interest in such litigation, and
by careful review, the agency determines that the records are both
relevant and necessary to the litigation and the use of such records
is therefore deemed by the agency to be for a purpose that is
compatible with the purpose for which the agency collected the
records.
(3) Disclosure to a congressional office from the record of an
individual in response to any inquiry from the congressional office
made at the request of that individual.
(4) Disclosure to private insurance companies to monitor agent
activity, performance, and loss histories and take such corrective
action as necessary.
(5) Disclosure to contractors or other Federal agencies to
conduct research and analysis to identify patterns, trends,
anomalies, instances and relationships of private insurance
companies, agents, loss adjusters and policyholders that may be
indicative of fraud, waste, and abuse.
(6) Disclosure to private insurance companies, contractors, and
other applicable Federal agencies to determine whether information
has been accurately provided to FCIC and the private insurance
companies and to determine compliance with program requirements.
(7) Disclosure to private insurance companies, contractors,
cooperators, partners of FCIC, and other Federal agencies for any
purpose relating to the sale, service, administration, analysis, or
evaluation of the Federal crop insurance program.
(8) Disclosure to the public of an Agent Directory through RMA
Website to assist producers or other interested individuals in
locating agents in a particular area.
(8) Disclosure to the National Archives and Records
Administration or to the General Services Administration for records
management inspections conducted under 44 U.S.C. 2904 and 2906.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained electronically, on computer printouts, and
in the file folders at the Kansas City office.
Retrievability:
Records may be indexed and retrieved by name of individual, tax
identification number, (including social security number), and agent
code.
Safeguards:
Records are accessible only to authorized personnel, on computer
printouts and in the file folders at the Kansas City office. The
electronic records are controlled by password protection and the
computer network is protected by means of a firewall.
Retention and disposal:
Electronic records are maintained indefinitely. Hard copy records
are maintained until expiration of the records retention period
established by the National Archivist.
System manager(s) and address:
Actuarial Division, Risk Management Agency, Federal Crop
Insurance Corporation, 6501 Beacon Drive, Stop 0814, Kansas City,
Missouri 64133-4676. Telephone: (816) 926-6487.
Notification procedure:
An individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to such individual from the Kansas City office. The
request for information should contain the individual's name and
address, social security number, and State/s/ where such individual
is licensed, if known. Before information about any record is
released, the System Manager may require the individual to provide
proof of identity or require the requester to furnish an
authorization from the individual to permit release of information.
Record access procedures:
An individual may obtain information as to the procedures for
gaining access to a record in the system, which pertains to such
individual, by submitting a written request to the Privacy Act
Officer, Risk Management Agency, Program Support Staff, Room 6620-SB,
AG Stop 0821, 1400 Independence Avenue, SW., Washington, DC 20250-
0807. The envelope and letters should be marked ``Privacy Act
Request.'' A request for information should contain: name, address,
ZIP code, social security number, name of the system of records, year
of records in question, and any other pertinent information to help
identify the file.
Contesting record procedures:
Procedures for contesting records are the same as the procedures
for record access. Include the reason for contesting the record and
the proposed amendment to the information with supporting
documentation to show how the record is inaccurate.
Record source categories:
Information in this system comes primarily from the insurance
company due to a financial arrangement with FCIC, or from other
Federal agencies. The financial agreements with the insurance company
are referred to as Reinsurance Agreements. These agreements are
considered cooperative financial assistance agreements between FCIC
and the insurance company named in the agreement. Each reinsurance
agreement establishes the terms and conditions under which the FCIC
will provide subsidies and reinsurance on eligible crop insurance
contracts sold or reinsured by the insurance company named on the
agreement. The agent is an individual under contract with or employed
by an insurance company to solicit, and service crop insurance
contracts, and who meets the licensing requirements set by individual
States and FCIC for such activities. FCIC facilitates the data source
through its financial agreement with the insurance company.
Exemptions claimed for the system:
None.
USDA/FCIC-11
System name:
Loss Adjuster,
Security cassification:
None.
System location:
Kansas City Office, Federal Crop Insurance Corporation, Risk
Management Agency, 6501 Beacon Drive, Stop 0814, Kansas City,
Missouri 64133-4676 and regional offices for the Federal Crop
Insurance Corporation. Addresses of the regional offices may be
obtained from the Deputy Administrator, Insurance Services, Risk
Management Agency, United States Department of Agriculture, 1400
Independence Avenue, SW, Stop 0805, room 6709-S, Washington, DC
20250-0803.
Categories of individuals covered by the system:
The system consists of information on any individual who is under
contract with or employed by a private insurance company reinsured by
FCIC and who is authorized to perform loss adjustment and related
activities under the laws of the State and the Standard Reinsurance
Agreement.
Categories of records in the system:
The system consists of standardized records containing
identifying information on individuals such as name, social security
number, loss adjuster code, the State, county and private insurance
company that insures the policy for which the loss adjustment
activities are performed, and the individual policy number, State and
county, private insurance company, amount of premium collected, and
amount of indemnity paid for all applicable losses adjusted by the
loss adjuster and any information relating to disqualification,
suspension, debarment, and any other ineligibility.
Authority for maintenance of the system:
7 U.S.C. 1501 et seq.
Routine uses of records maintained in the system, including
Categories of Uses and the purposes of such uses:
Records contained in this system may be used as follows:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, rule, regulation, or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute or by rule, regulation or order issued
pursuant thereto.
(2) Disclosure to a court, magistrate, or administrative
tribunal, or to opposing counsel in a proceeding before a court,
magistrate, or administrative tribunal, of any record within the
system that constitutes evidence in that proceeding, or which is
sought in the course of discovery, to the extent that FCIC determines
that the records sought are relevant to the proceeding.
(3) Disclosure to a congressional office from the record of an
individual in response to any inquiry from the congressional office
made at the request of that individual.
(4) Disclosure to private insurance companies to monitor loss
adjuster activity, performance, and loss histories and take such
corrective action as necessary.
(5) Disclosure to contractors or other Federal agencies to
conduct research and analysis to identify patterns, trends,
anomalies, instances and relationships of private insurance
companies, agents, loss adjusters and policyholders that may be
indicative of fraud, waste, and abuse.
(6) Disclosure to private insurance companies, contractors, and
other applicable Federal agencies to determine whether information
has been accurately provided to FCIC and the private insurance
companies and to determine compliance with program requirements.
(7) Disclosure to private insurance companies, contractors,
cooperators, partners of FCIC, and other Federal agencies for any
purpose relating to the sale, service, administration, analysis, or
evaluation of the Federal crop insurance program.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained electronically, on computer printouts and
in the file folders at the Kansas City Office.
Retrievability:
Records may be indexed and retrieved by name, social security
number, and loss adjuster code.
Safeguards:
Records are accessible only to authorized personnel, on computer
printouts and in the file folders at the Kansas City Office. The
electronic records are controlled by password protection and the
computer network is protected by means of a firewall.
Retention and disposal:
Electronic records are maintained indefinitely. Hard copy records
are maintained until expiration of the record retention period
established by the National Archivist.
System manager(s) and address:
Director, Actuarial Division, Risk Management Agency, Federal
Crop Insurance Corporation, 6501 Beacon Drive, Stop 0814, Kansas
City, Missouri 64133-4676. Telephone: (816) 926-6487.
Notification procedure:
An individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to such individual from the Kansas City Office. The
request for information should contain the individual's name, address
and social security number. Before information about any record is
released, the System Manager may require the individual to provide
proof of identity or require the requester to furnish an
authorization from the individual to permit release of information.
Record access procedures:
An individual may obtain information as to the procedures for
gaining access to a record in the system, which pertains to such
individual, by submitting a written request to the Privacy Act
Officer, The Program Support Staff, Room 6620-SB, AG Stop 0821, 1400
Independence Avenue, SW., Washington, DC 20250-0821. The envelope and
letters should be marked ``Privacy Act Request.'' A request for
information should contain: Name, address, ZIP code, tax
identification number social security number, name of the system of
records, year of records in question, and any other pertinent
information to help identify the file.
Contesting record procedures:
Procedures for contesting records are the same as the procedures
for record access. Include the reason for contesting the record and
the proposed amendment to the information with supporting
documentation to show how the record is inaccurate.
Record source categories:
Information in this system comes primarily from the insurance
company due to financial arrangement with FCIC (i.e. Standard
Reinsurance Agreement), or from other Federal agencies.
Exemptions claimed for the system:
None.
Grain Inspection, Packers and Stockyards Administration
USDA/FGIS-1
System name: USDA/FGIS-1, Employment History Records for
Licensed Nonfederal Employees.
System location:
Federal Grain Inspection Service, USDA, 1400 Independence Avenue,
SW., Washington, DC 20250.
Categories of individuals covered by the system:
Inspectors, weighers, samplers, technicians.
Categories of records in the system:
This system consists of applications for license; license files;
biographical data; functions which the licensee may perform;
licensee's powers of attorney; factors which affect or might affect
desirability as a licensee; current, expired, and voided licenses;
license examination score sheets; license renewal score sheets;
miscellaneous notes and memorandums, e.g., transfers, cancellations,
letters of corrective action, commendations, caution or warning,
suspensions, and proposals to revoke license. Content and extent of
these records vary by commodity, program, and season.
Authority for maintenance of the system:
7 U.S.C. 71 et seq., 7 U.S.C. 1621 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) To prepare required reports for the General Accounting
Office; (2) To prepare required reports for the Department of
Justice; (3) Referral to the appropriate agency, whether Federal,
State, local or foreign, charged with the responsibility of
investigating or prosecuting a violation of law, or of enforcing or
implementing the statute, rule, regulation, or order issued pursuant
thereto, of any record within this system when information available
indicates a violation or potential violation of law, whether civil,
criminal, or regulatory in nature, and whether arising by general
statute or particular program statute, or by rule, regulation, or
order issued pursuant thereto; (4) Disclosure to the Department of
Justice for use in litigation when the agency, or any component
thereof, or any employee of the agency in his or her official
capacity, or any employee of the agency in his or her individual
capacity where the Department of Justice has agreed to represent the
employee, or the United States, where the agency determines that
litigation is likely to affect the agency or any of its components,
is a party to litigation or has an interest in such litigation, and
the use of such records by the Department of Justice is deemed by the
agency to be relevant and necessary to the litigation; provided,
however, that in each case, the agency determines that disclosure of
the records to the Department of Justice is a use of the information
contained in the records that is compatible with the purpose for
which the records were collected; (5) Disclosure in a proceeding
before a court or adjudicative body before which the agency is
authorized to appear, when the agency, or any component thereof, or
any employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
agency has agreed to represent the employee, or the United States,
where the agency determines that litigation is likely to affect the
agency or any of its components, is a party to litigation or has an
interest in such litigation, and the agency determines that use of
such records is relevant and necessary to the litigation; provided,
however that in each case, the agency determines that disclosure of
the records to the court is a use of the information contained in the
records that is compatible with the purpose for which the records
were collected; and (6) To answer Congressional inquiries made at the
request of the individual from whose record information is disclosed.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folders, notebooks, and computers.
Retrievability:
Records are indexed by name of licensee and/or license number.
Safeguards:
Government office buildings, locked offices, or locked file
cabinets.
Retention and disposal:
Destroy immediately when licensee is deceased, or 10 years after
license is terminated. Records are maintained in accordance with the
General Services Administration disposal schedules, as implemented by
FGIS Instruction 251.1, Records Management Program.
System manager(s) and address:
Director, Field Management Division, USDA, Federal Grain
Inspection Service, 1400 Independence Ave., SW, Washington, DC 20250.
Notification procedure:
Individuals may request information concerning themselves from
this system by submitting a written request to the System Manager.
Record access procedures:
Same as above.
Contesting record procedures:
Individuals may contest a record in the system that pertains to
them by submitting a request to the System Manager.
Record source categories:
Information in the system comes primarily from licensees and
supervisors. Additional data may be provided by investigative
personnel.
USDA/FGIS-2
System name: USDA/FGIS-2, Investigations Undertaken by the
Government Pursuant to the U.S. Grain Standards Act of 1976, as
amended, or the Agricultural Marketing Act of 1946, as amended.
System location:
Federal Grain Inspection Service, USDA, 1400 Independence Avenue,
SW., Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who are regulated by the subject Acts and who have
been investigated for possible violation of the Acts and/or against
whom the Department recommends that an enforcement action be brought
by the Government.
Categories of records in the system:
The system consists of investigatory material which may include
intra- and interdepartmental recommendations pertaining to an alleged
violation of the subject Acts.
Authority for maintenance of the system:
7 U.S.C. 71 et seq., 7 U.S.C. 1621 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local, or foreign, charged with the responsibility of investigating
or prosecuting a violation of law, or of enforcing or implementing
the statute, rule, regulation, or order issued pursuant thereto, of
any record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute, or
particular program statute, or by rule, regulation, or order issued
pursuant thereto; (2) Disclosure to the Department of Justice for use
in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to
the Department of Justice is a use of the information contained in
the records that is compatible with the purpose for which the records
were collected; (3) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to
the court is a use of the information contained in the records that
is compatible with the purpose for which the records were collected;
and (4) To answer Congressional inquiries made at the request of the
individual from whose record information is disclosed.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders and incorporated in an
automated data system.
Retrievability:
Records are indexed by subject and chronological sequence. The
subject could be the name of the individual.
Safeguards:
Government office buildings, locked offices, or locked file
cabinets.
Retention and disposal:
Records for basic investigations are retained for 5 years, unless
the investigation involves licensee conflicts of interest, then
records are to be retained for 10 years. Records are maintained in
accordance with General Services Administration disposal schedules,
as implemented by FGIS Instruction 251.1, Records Management Program.
System manager(s) and address:
Director, Compliance Division, USDA, Federal Grain Inspection
Service, 1400 Independence Avenue, SW, Washington, DC 20250.
Systems exempted from certain provisions of the act:
The system has been exempted under 5 U.S.C. 552a(k)(2) from the
requirement of 5 U.S.C. 552a (c)(3), (d), (e)(4) (G), (H), and (I),
and (f) because it consists of investigatory material compiled for
law enforcement purposes. See 7 CFR 1.123. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/FGIS-3
System name: USDA/FGIS-3, USDA/FGIS Subsidiary Personnel
Records.
System location:
Federal Grain Inspection Service, USDA, 1400 Independence Avenue,
SW, Washington, DC 20250, and field offices at locations listed in
the Federal Grain Inspection Service Field Office Listing
publication.
Categories of individuals covered by the system:
Present and former employees and applicants for reemployment with
the Federal Grain Inspection Service.
Categories of records in the system:
The system consists of copies of materials maintained in Official
Personnel Folders, such as personnel action documents, position
descriptions, applications for employment, education and training
data, performance and appraisal ratings, the documentation of
employee performance and proficiency, and time and attendance
reports.
Authority for maintenance of the system:
5 U.S.C. 301, 7 U.S.C. 75a.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) For FGIS officials to review appointments, promotions,
within-grade increases, training, transfers, and determination of
qualification of an individual; (2) To prepare required records and
reports to the Office of Personnel Management, Department of Labor,
Merit Systems Protection Board, and Office of Management and Budget;
(3) Referral to the appropriate agency, whether Federal, State,
local, or foreign, charged with the responsibility of investigating
or prosecuting a violation of law, or of enforcing or implementing
the statute, rule, regulation, or order issued pursuant thereto, of
any record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto; (4) Disclosure to the Department of Justice for use
in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to
the Department of Justice is a use of the information contained in
the records that is compatible with the purpose for which the records
were collected; (5) Disclosure in a proceeding before a court or
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to
the court is a use of the information contained in the records that
is compatible with the purpose for which the records were collected;
and (6) To answer Congressional inquiries made at the request of the
individual from whose record information is disclosed.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in file folders.
Retrievability:
Records are indexed by name.
Safeguards:
Government office buildings, locked offices, or locked file
cabinets.
Retention and disposal:
Records are reviewed annually and superseded documents are
destroyed; or destroy all documents relating to an individual
employee, 1 year after separation or transfer. Records are maintained
in conformance with appropriate General Services Administration
disposal schedules and implemented by FGIS Instruction 251.1, Records
Management Program.
System manager(s) and address:
Director, Resources Management Division, USDA, Federal Grain
Inspection Service, 1400 Independence Avenue, SW, Washington, DC
20250.
Notification procedure:
Individuals may request information concerning themselves from
this system by submitting a written request to the System Manager or
to their individual supervisors at the appropriate office having
custody of their records. The request for information should contain
the name and address of the requester and the particular information
requested.
Record access procedures:
Same as above.
Contesting record procedures:
Individuals may request a change or amendment of their records.
This request should be addressed to the System Manager.
Record source categories:
Information in this system is obtained from the individual to
whom it applies or is derived from information the individual
supplied, except information provided by agency officials on
performance, appraisal, pay, leave, and allowance records.
USDA/FGIS-4
System name: USDA/FGIS-4, Nonviolation Case File System on
Individuals Subject to the U.S. Grain Standards Act, as amended,
or the Agricultural Marketing Act of 1946, as amended.
System location:
Federal Grain Inspection Service, USDA, 1400 Independence Avenue,
SW., Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who are regulated by the subject Acts and who have
been referenced in an investigation or other information for possible
violations of the Acts or other Federal law with respect to the
handling, weighing, or official inspection of commodities.
Categories of records in the system:
Information on individuals who are subject to the rules of the
U.S. Grain Standards Act, as amended, or the Agricultural Marketing
Act of 1946, as amended, and activities which might lead to possible
violations of these Acts or violations of other Federal law with
respect to the handling, weighing, or official inspection of
commodities.
Authority for maintenance of the system:
7 U.S.C. 71 et seq., 7 U.S.C. 1621 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Use of such records will be limited to authorized personnel
of the Federal Grain Inspection Service; (2) Disclosure to the
Department of Justice for use in litigation when the agency, or any
component thereof, or any employee of the agency in his or her
official capacity, or any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the use of such records by the Department of Justice
is deemed by the agency to be relevant and necessary to the
litigation; provided, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information containd in the records that is
compatible with the purpose for which the records are collected; (3)
Disclosure in a proceeding before a court or adjudicative body before
which the agency is authorized to appear, when the agency, or any
component thereof, or any employee of the agency in his or her
official capacity, or any employee of the agency in his or her
individual capacity where the agency has agreed to represent the
employee, or the United States, where the agency determines that
litigation is likely to affect the agency or any of its components,
is a party to litigation or has an interest in such litigation, and
the agency determines that use of such records is relevant and
necessary to the litigation; provided, however, that in each case,
the agency determines that disclosure of the records to the court is
a use of the information contained in the records that is compatible
with the purpose for which the records were collected.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders and incorporated into an
automated data system.
Retrievability:
Records are indexed by subject and chronological sequence. The
subject could be the name of an individual.
Safeguards:
Government office building, locked offices, or locked file
cabinets.
Retention and disposal:
Records are retained for 5 years in conformance with appropriate
General Services Administration disposal schedules as implemented by
FGIS Instruction 251.1, Records Management Program.
System manager(s) and address:
Director, Compliance Division, USDA, Federal Grain Inspection
Service, 1400 Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
Individuals may request information concerning themselves from
this system by submitting a written request to the System Manager.
Record access procedures:
Same as above.
Contesting record procedures:
Individuals may contest a record in a system that pertains to
them by submitting a request to the System Manager.
Record source categories:
Information in this system comes primarily from complaints, case
file reviews, investigative reports, Agency employees, and the news
media.
USDA/FGIS-6
System name: USDA/FGIS-6, Conflicts of Interest of Employees of
Official Agencies and of Individuals under Contract with the
Federal Grain Inspection Service.
System location:
Federal Grain Inspection Service, USDA, 1400 Independence Avenue,
SW, Washington, DC 20250.
Categories of individuals covered by the system:
Any employee of an official agency or any individual under
contract with FGIS who has a potential conflict of interest.
Categories of records in the system:
This system consists of all forms, correspondence, and other data
pertinent to processing conflict of interest reports.
Authority for maintenance of the system:
7 U.S.C. 87 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local of foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto; (2) Disclosure to the Department of Justice for use
in litigation when the agency, or any component thereof, or any
employee of the agency in his or her official capacity, or any
employee of the agency in his or her individual capacity where the
Department of Justice has agreed to represent the employee, or the
United States, where the agency determines that litigation is likely
to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice is deemed by the agency to be
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to
the Department of Justice is a use of the information contained in
the records that is compatible with the purpose for which the records
were collected; (3) Disclosure in a proceeding before a court of
adjudicative body before which the agency is authorized to appear,
when the agency, or any component thereof, or any employee of the
agency in his or her official capacity, or any employee of the agency
in his or her individual capacity where the agency has agreed to
represent the employee, or the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation; provided, however, that in
each case, the agency determines that disclosure of the records to
the court is a use of the information contained in the records that
is compatible with the purpose for which the records were collected;
and (4) To answer Congressional inquiries made at the request of the
individual from whose record information is disclosed.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are stored in individual file folders at the above
address.
Retrievability:
Records are alphabetically indexed by the last name of the
individual.
Safeguards:
Records are kept in Government office buildings, in locked
offices, or in locked file cabinets.
Retention and disposal:
Records involving Registrant conflicts of interest are retained
for 5 years, and Licensee conflicts of interest records are retained
for 10 years after license is terminated, or destroyed immediately
when licensee is deceased. Records are maintained in accordance with
General Services Administration disposal schedules as implemented by
FGIS Instruction 251.1, Records Management Program.
System manager(s) and address:
Director, Compliance Division, FGIS, USDA, 1400 Independence
Avenue, SW., Washington, DC 20250.
Notification procedure:
Individuals may request information concerning their records by
submitting a written request to the System Manager.
Record access procedures:
Same as above.
Contesting record procedures:
Individuals may contest a record in a system that pertains to
them by submitting a written request to the System Manager.
Record source categories:
Information contained in the system is obtained from official
agency employees or their supervisors, contract samplers, and FGIS
field office personnel.
Food and Nutrition Service
USDA/FNS-1
System name: Civil Rights Complaints and Investigations--USDA/
FNS.
System location: Office of Civil Rights and Equal Employment
Opportunity, Food and Nutrition Service, United States Department of
Agriculture, 500 12th St., SW, Room 750, Washington, DC 20250, and
FNS Regional Offices located in: Atlanta, Georgia which covers the
States of Alabama, Florida, Georgia, Kentucky, Mississippi, North
Carolina, South Carolina, and Tennessee; Burlington, Massachusetts
which covers the States of Connecticut, Massachusetts, Maine, New
Hampshire, Rhode Island, and Vermont; Chicago, Illinois which covers
the States of Illinois, Indiana, Michigan, Minnesota, Ohio, and
Wisconsin; Dallas, Texas which covers the States of Arkansas,
Louisiana, New Mexico, Oklahoma, and Texas; Denver, Colorado which
covers the States of Colorado, Iowa, Kansas, Missouri, Montana,
Nebraska, North Dakota, South Dakota, Utah, and Wyoming;
Robbinsville, New Jersey which covers the States of Delaware,
District of Columbia, Maryland, New Jersey, New York, Pennsylvania,
Puerto Rico, Virginia, Virgin Islands, and West Virginia; and San
Francisco, California which covers the States of Alaska, Arizona,
California, Guam, Hawaii, Idaho, Nevada, Oregon, American Samoa,
Trust Territories of the Pacific, and Washington.
The address of each Regional Office is listed in the telephone
directory of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Food and
Nutrition Service.''
Categories of individuals covered by the system: Included in this
system are (1) files of persons who have alleged discrimination of
the type prohibited by Title VI of the Civil Rights Act of 1964 and
subsequent regulations; (2) files, names and case numbers, and case
file information regarding State or local agency compliance with
Title VI (includes names and case numbers referencing individuals who
have been contacted or whose case files have been reviewed to
ascertain a State's compliance).
Categories of records in the system: The system consists of
records on individual complaints alleging discrimination and
includes: (1) Evidentiary information to disprove or substantiate the
allegations; (2) Sources of information; (3) Statements from
witnesses; and (4) Statistical data supplied by the State or local
agency.
Authority for maintenance of the system: 42 U.S.C. 2000 d-1.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local, or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation, or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation, or order issued pursuant thereto;
(2) referral to a court, magistrate, or administrative tribunal, or
to opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery; and (3)
staff evaluations of the availability of FNS food assistance programs
without regard to race, color, national origin, religious belief, or
political affiliation. ``Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry
from the congressional office made at the request of that
individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
addresses listed above.
Retrievability: Civil Rights complaints are indexed by State and
complainant's name. Office of Investigation reports are indexed by
complainant's name and investigation number.
Safeguards: Records are kept in either locked filing cabinets or
in locked offices.
Retention and disposal: Closed cases are retained for one fiscal
year following the end of the fiscal year in which they are closed.
Thereafter, they are transferred to Federal Records Centers and
maintained for three additional fiscal years before disposal.
System manager(s) and address: Director, Office of Civil Rights
and Equal Employment Opportunity, Food and Nutrition Service, United
States Department of Agriculture, Washington, DC 20250 (202-447-
8410), or the appropriate Regional Administrator at the address
listed above.
Notification procedure: An individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the appropriate
manager as set forth in the preceding paragraph.
A request for information pertaining to an individual should
contain the name and address of the individual, and whether the
records were compiled as a result of a complaint or an FNS compliance
review.
Record access procedures: An individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
system manager listed above. The envelope and the letter should be
marked ``Privacy Act Request.''
Contesting record procedures: Individuals desiring to contest or
amend information maintained in the system should direct their
request to the system manager listed above, the reasons for
contesting it, and the proposed amendment to the information.
Record source categories: Information in this system comes
primarily from complainants, witnesses, agency employees, and
investigative personnel.
Systems exempted from certain provisions of the act: This material
has been exempted in 7 CFR 1.23 pursuant to 5 U.S.C. 552 a(k)(2) from
the requirements of subsections (c)(3), (d), (G), and (H). The above
system contains information received under an express or implied
promise of confidentiality, or investigative techniques, processes,
or procedures, the disclosure of which could be detrimental to
legitimate agency functions.
USDA/FNS-2
System name: Food Stamp Program Inquiries and Complaints--USDA/
FNS.
System location: FNS Regional Offices located in: Atlanta, Georgia
which covers the States of Alabama, Florida, Georgia, Kentucky,
Mississippi, North Carolina, South Carolina, and Tennessee;
Burlington, Massachusetts which covers the States of Connecticut,
Massachusetts, Maine, New Hampshire, Rhode Island, and Vermont;
Chicago, Illinois which covers the States of Illinois, Indiana,
Michigan, Minnesota, Ohio, and Wisconsin; Dallas, Texas which covers
the States of Arkansas, Louisiana, New Mexico, Oklahoma, and Texas;
Denver, Colorado which covers the States of Colorado, Iowa, Kansas,
Missouri, Montana, Nebraska, North Dakota, South Dakota, Utah, and
Wyoming; Robbinsville, New Jersey which covers the States of
Delaware, District of Columbia, Maryland, New Jersey, New York,
Pennsylvania, Puerto Rico, Virginia, Virgin Islands, and West
Virginia; and San Francisco, California which covers the States of
Alaska, Arizona, California, Guam, Hawaii, Idaho, Nevada, Oregon,
American Samoa, Trust Territories of the Pacific, and Washington.
The address of each Regional Office is listed in the telephone
directory of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Food and
Nutrition Service.''
Categories of individuals covered by the system: Recipients and
other persons dissatisfied with or seeking information about local
Food Stamp Program policy and procedures:
Categories of records in the system: The system consists of copies
of each complaint or inquiry and the resulting documentation gathered
in responding to it.
Authority for maintenance of the system: 78 Stat. 703 as amended;
7 U.S.C. 2011-2025; and 7 CFR parts 270, 271.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Serves as a
record of action taken and as resource information to determine
trends and patterns; (2) referral to the appropriate agency, whether
Federal, State, local, or foreign, charged with the responsibility of
investigating or prosecuting a violation of law, or of enforcing or
implementing the statute, rule, regulation, or order issued pursuant
thereto, of any record within this system when information available
indicates a violation or potential violation of law, whether civil,
criminal, or regulatory in nature, and whether arising by general
statute or particular program statute, or by rule, regulation, or
order issued pursuant thereto; and (3) referral to a court,
magistrate, or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within the system
which constitutes evidence in that proceeding, or which is sought in
the course of discovery; ``Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry
from the congressional office made at the request of that
individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the addresses
listed above.
Retrievability: Records are indexed by State, name of individual,
and food stamp project area.
Safeguards: Records are kept either in locked file cabinets or
locked offices.
Retention and disposal: Cases remain in the agency's files until
the end of the fiscal year following the fiscal year in which they
are closed; thereafter they are transferred to Federal Record Centers
and maintained for three additional years before disposal.
System manager(s) and address: Regional Food Stamp Program
Directors at the addresses listed above.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from the appropriate system
managers as set forth in the preceding paragraph. A request for
information should contain name, address, and particulars involved
(i.e., the date of action giving rise to the inquiry, complaint,
etc.)
Record access procedures: An individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
system manager as set forth in the preceding paragraph. The envelope
and the letter should be marked ``Privacy Act Request''.
Contesting record procedures: Individuals desiring to contest or
amend information maintained in the system should direct their
request to the System Manager listed above, the reasons for
contesting it, and the proposed amendment to the information.
Record source categories: Information in this system comes
primarily from recipient and non-recipient inquiries and complaints,
case file review, collateral contacts, and investigative reports.
USDA/FNS-3
System name:
Claims Against Food Stamp Recipients--USDA/FNS-3
Security classification:
None.
System location:
Grants Management Division, Food and Nutrition Service (FNS),
United States Department of Agriculture, 3101 Park Center Drive, Room
744, Alexandria, Virginia 22302, and FNS Regional Offices located in:
Atlanta, Georgia, which covers the States of Alabama, Florida,
Georgia, Kentucky, Mississippi, North Carolina, South Carolina, and
Tennessee; Boston, Massachusetts, which covers the States of
Connecticut, Massachusetts, Maine, New Hampshire, New York, Rhode
Island, and Vermont; Chicago, Illinois, which covers the States of
Illinois, Michigan, Minnesota, Ohio, and Wisconsin; Dallas Texas,
which covers the States of Arkansas, Louisiana, New Mexico, Oklahoma,
and Texas; Denver, Colorado, which covers the States of Colorado,
Iowa, Kansas, Missouri, Montana, Nebraska, North Dakota, South
Dakota, Utah, and Wyoming; Trenton, New Jersey, which covers the
States of Delaware, District of Columbia, Maryland, New Jersey,
Pennsylvania, Puerto Rico, Virginia, Virgin Islands, and West
Virginia; and San Francisco, California, which covers the States of
Alaska, Arizona, California, Guam, Hawaii, Idaho, Nevada, Oregon,
American Samoa, Trust Territories of the Pacific, and Washington. The
address of each regional office is listed in the telephone directory
of the respective cities listed above under the heading of ``United
States Government, Department of Agriculture, Food and Nutrition
Service.''
Categories of individuals covered by the system:
Individuals who have received food stamp benefits to which they
are not entitled.
Categories of records in the system:
The information in the system consists of individuals' names,
addresses, social security numbers and amounts of claims and amounts
of any collections. The information in the system also includes
identification of individuals' as Federal employees and Federal
payments offset. The system includes limited information about claims
such as age, reasons for the overissuance of benefits, and State
agency collection efforts. The system may also include information
from the Social Security Administration death records.
Authority for maintenance of the system:
7 U.S.C. 2011-2031.
Purpose:
The purpose of this system of records is to facilitate the
collection of delinquent food stamp recipient debts.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the Department of the Treasury (Treasury) for
debt collection actions. (2) Referral to the Federal payroll
servicing agencies for identification and collection of overpayments.
(3) Referral may be made to State agencies for such purposes as
updating claims files, collecting claims, and for fiscal reporting.
(4) Disclosure may be made to a Congressional office from the record
of an individual in response to an inquiry from the Congressional
office made at the written request of the individual. (5) Referral to
private information brokers to obtain current addresses for due
process notification purposes and deceased records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of Records in the System
Storage:
Records are maintained by automated data storage methods such as
CD-ROM, magnetic tape and disk. Some records may also be maintained
on paper.
Retrievability:
Records are retrievable by name and social security number. In
addition, records may be retrieved by a State assigned case number or
debt number.
Safeguards:
Access to records is limited to those persons who process the
records for the specific routine uses stated above. Records in such
forms as magnetic tape or CD-ROM are kept in physically secured rooms
and/or cabinets. Various methods of computer security limit access to
records in automated databases. Paper records that contain taxpayer
information will be segregated and physically secured in locked
cabinets.
Retention and disposal:
The FNS retains for no longer than 5 years. All records are
either returned to State agencies or destroyed.
System manager(s) and address:
The system manager is the Director of the Grants Management
Division, Food and Nutrition Service, United States Department of
Agriculture, 3101 Park Center Drive, Room 744, Alexandria, Virginia
22302.
Notification procedure:
Individuals may request from the system manager identified in the
preceding paragraph information regarding this system of records or
whether the system contains records pertaining to them. Individuals
requesting such information must provide their name, address and
social security number.
Record access procedures:
Individuals may obtain information about records in the system
that pertain to them by written or oral requests to the system
manager. To assure confidentiality and prompt routing, written
requests should be marked ``Privacy Act Request.''
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct requests to the system manager, state the
reasons for contesting the information and provide any available
documentation to support the requested action.
Record source categories:
Information in this system comes from State agency files
concerning food stamp recipient claims, and Internal Revenue Service
files of addresses of individuals who have filed income tax returns.
Address information and Social Security Administration death records
come from a private information broker. Information in the system
also comes from the Federal payroll servicing agencies files of
individuals who are currently employed by or who are receiving
salaries, pensions and other payments from Federal agencies and the
USPS, and from all other sources of Federal payments.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
USDA/FNS-4
System name: Food Stamp Recipient Refunds--USDA/FNS.
System location: Fiscal Branch, Central Accounting Division, Food
and Nutrition Service, United States Department of Agriculture, Room
105 West Auditors Building, Washington, DC 20250, and FNS Regional
Offices located in: Atlanta, Georgia which covers the States of
Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina,
South Carolina, and Tennessee; Burlington, Massachusetts which covers
the States of Connecticut, Massachusetts, Maine, New Hampshire, Rhode
Island, and Vermont; Chicago, Illinois which covers the States of
Illinois, Indiana, Michigan, Minnesota, Ohio, and Wisconsin; Dallas,
Texas which covers the States of Arkansas, Louisiana, New Mexico,
Oklahoma, and Texas; Denver, Colorado which covers the States of
Colorado, Iowa, Kansas, Missouri, Montana, Nebraska, North Dakota,
South Dakota, Utah, and Wyoming; Robbinsville, New Jersey which
covers the States of Delaware, District of Columbia, Maryland, New
Jersey, New York, Pennsylvania, Puerto Rico, Virginia, Virgin
Islands, and West Virginia; San Francisco, California which covers
the States of Alaska, Arizona, California, Guam, Hawaii, Idaho,
Nevada, Oregon, American Samoa, Trust Territories of the Pacific, and
Washington.
The address of each Regional Office is listed in the telephone
directory of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Food and
Nutrition Service.''
Categories of individuals covered by the system: Individuals who
request refunds from FNS of: (1) The proportionate purchase price
paid for food stamps purchased but not used; or (2) The amount they
have been inadvertently overcharged for their food stamps.
Categories of records in the system: (1) Form FNS-288, Request for
Reimbursement for Unused Food Coupons, required documentation and
signatures, as applicable, to the specific reason for the request;
and issuance, required documentation and signatures, as applicable to
the refund.
Authority for maintenance of the system: 78 Stat. 703 as amended;
7 U.S.C. 2011-2025; 7 CFR part 271.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Establish
eligibility for reimbursement to recipient or agent; (2) Referral to
the appropriate agency, whether Federal, State, local, or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law or of enforcing or implementing the statute, rule,
regulation, or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation, or order issued pursuant thereto;
and (3) Referral to a court, magistrate, or administrative tribunal,
or to opposing counsel in a proceeding before any of the above, of
any record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
``Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders and file cabinets
at the address listed above.
Retrievability: Records are filed by date and month of payment and
by name of recipient or his agent.
Safeguards: Records are kept either in locked cabinets or locked
offices.
Retention and disposal: Closed cases are retained for one fiscal
year following the end of the fiscal year in which they are closed.
Thereafter, they are transferred to Federal Records Centers and
maintained for three additional fiscal years before disposal.
System manager(s) and address: Director, Central Accounting
Division, Food and Nutrition Service, United States Department of
Agriculture, Washington, DC 20250 (202-447-6990), or the appropriate
Regional Food Stamp Program Director at the addresses listed above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the appropriate system
manager as set forth in the preceding paragraph. A request for
information pertaining to an individual should contain: Name,
address, and particulars involved (i.e., the date of action giving
rise to claim, date claim was filed, correspondence, etc.)
Record access procedures: An individual may obtain information as
to the procedure for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
system manager. The envelope and letter should be marked ``Privacy
Act Request.''
Contesting record procedures: Individuals desiring to contest or
amend information maintained in the system should direct their
request to the System Manager listed above, the reasons for
contesting it, and the proposed amendment to the information.
Record source categories: Information in this system comes
primarily from State agency records and collateral contacts by claims
reviewers.
USDA/FNS-5
System name:
Information on Persons Disqualified from the Food Stamp Program,
USDA/FNS-5.
Security classification:
None.
System location:
This system of records is under the control of the Deputy
Administrator, Food Stamp Program, Food and Nutrition Service, United
States Department of Agriculture, 3101 Park Center Drive, Alexandria,
Virginia 22302. The data will be maintained at the Department's
National Computer Center, Kansas City, Missouri (NCC-KC).
Categories of individuals covered by the system:
The system consists of information on individuals who have been
disqualified from food stamp participation for intentionally
violating Food Stamp Program regulations.
Categories of records in the system:
The system consists of standardized records containing
identifying information (first name, middle initial, last name;
Social Security number; date of birth; and sex) on individuals
disqualified from the Food Stamp Program and information identifying
the location, date(s) and length(s) of any disqualification
determined and imposed.
Authority for maintenance of the system:
7 U.S.C. 2011-2031.
Purpose(s):
To facilitate the Congressional mandate to increase the severity
of disqualifications from the Food Stamp Program for repeated
instances of fraudulently obtaining Food Stamp Program benefits and
to verify eligibility of applicants for Food Stamp Program benefits.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed, as part of a
computer matching program or otherwise, to State agency personnel
responsible for investigating or prosecuting violations of the Food
Stamp Program regulations, and to Federal, State, and local officials
responsible for administration of the Food Stamp Program. Records
contained in this system also may be disclosed to the General
Accounting Office for program audit purposes.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on the Department's computers at the NCC-
KC or on magnetic tapes at that facility.
Retrievability:
Records may be indexed and retrieved by name of the individual,
by Social Security Number, by Federal Information Processing Standard
(FIPS) code, or by a State case-file identification number.
Safeguards:
Records will be available only to identified State agency
personnel charged with Food Stamp Program enforcement. Voice
recognition technology may be used; such a system will release
information only to authorized individuals calling from authorized
telephone numbers. On-line access to the NCC-KC data base will be
restricted to FNS personnel charged with system management. The NCC-
KC is the repository of numerous Department systems of records and
other sensitive data bases. It was constructed and is maintained as a
highly secure facility.
State agencies will be provided information from this system of
records only upon entering into a written agreement with FNS. This
agreement includes the understanding that State agencies will provide
full security for data released to them and will limit access to this
data to authorized personnel only. Any reports generated by FNS will
be for system evaluation purposes only and will be maintained in
secured offices and facilities.
Retention and disposal:
Because the law mandates a longer disqualification period if
there have been any prior disqualifications, FNS intends to maintain
these records permanently in an electronic or magnetic tape mode.
System manager(s) and address:
Director, Program Accountability Division, Food Stamp Program,
Food and Nutrition Service, United States Department of Agriculture,
3101 Park Center Drive, room 907, Alexandria, Virginia 22302.
Telephone: (703) 305-2414.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him, from the System Manager listed above.
Record access procedure:
An individual may obtain information about a record in the system
which pertains to him by submitting a written request to the Systems
Manger listed above. The envelope and the letter should be marked
``Privacy Act Request.''
A request for information pertaining to an individual should
contain the name, address, date of birth and social security number
of the individual, and any other information that will assist in
locating the record.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the system manager
listed above, the reasons for contesting it and the proposed
amendment to the information with supporting information to show how
the record is inaccurate.
Record source categories:
Information in this system is provided by State agency personnel
responsible for investigating cases involving intentional violations
of Food Stamp Program Regulations.
USDA/FNS-7
System name: Food Service Management Company Registration
System for the Summer Food Service Program for Children--USDA/FNS.
System location: Special Feeding Programs Branch, Child Nutrition
Division, Food and Nutrition Service, U.S. Department of Agriculture,
201 14th Street SW, Room 3300-B, Washington, DC 20250.
Categories of individuals covered by the system: Included in this
system are, for food service management companies applying for
registration in the Summer Food Service Program for Children, past
(within 3 years) and present (1) company owners, directors, officers,
and (2) local officials responsible for the operation of the food
preparation facilities and (3) any of the persons listed in (1) or
(2) who have any relationship to any Summer Food Service Program for
Children sponsor or any food service management company which
participated in the Program in the last 3 years. For the purposes of
this Program, relationship shall be defined as: to his knowledge he
or his immediate family, partners or organization in which his
immediate family or partner has a financial or other interest, or
with whom he is negotiating or has any arrangements concerning
prospective employment, with or without payment.
Categories of records in the system: The system consists of name
and social security number (when provided) of (1) and (2) of the
preceding paragraph, and name, company or sponsor name of relation,
name of relations and relationship of (3) of the preceding paragraph.
Authority for maintenance of the system: 42 U.S.C. 1771
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
State agencies and Food and Nutrition Service Regional Offices, upon
request, charged with the responsibility of determining registration
or nonregistration of food service management companies; (2) referral
to the appropriate agency, whether Federal, State or local, charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule,
regulations, or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation, or order issued pursuant thereto;
(3) referral to a court, magistrate, or administrative tribunal, or
to opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery; and (4)
disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: File folders and magnetic tapes.
Retrievability: Records can be retrieved by food service
management company name, by number assigned to the food service
management company, by an individual's social security number, and by
an individual's name.
Safeguards: Records are kept in either locked filing cabinets or
in locked offices. The computer tapes will have a password master
file access, and the tapes will be kept in locked filing cabinets or
in locked offices.
Retention and disposal: Records are maintained for two years
following the year of application for registration. Thereafter, they
are transferred to Federal Archives and Records Centers and
maintained for three additional fiscal years before disposal.
System manager(s) and address: Manager, Child Nutrition Programs,
Food and Nutrition Service, United States Department of Agriculture,
Washington, DC 20250 (202-447-8130).
Notification procedure: An individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the appropriate
manager as set forth in the preceding paragraph. A request for
information pertaining to an individual should contain the
individual's name, and if known the name of the food service
management company(s) which supplied the information pertaining to
him.
Record access procedures: An individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
system manager listed above. The envelope and the letter should be
marked ``Privacy Act Request.''
Contesting record procedures: Individuals desiring to contest or
amend information maintained in the system should direct their
request to the system manager listed above, the reasons for
contesting it, and the proposed amendment to the information.
Record source categories: Information in this system is provided
by food service management companies which apply for registration in
the Program and the applicable State agencies or Food and Nutrition
Service Regional Offices.
USDA/FNS-8
System name: FNS Studies and Reports.
Security classification:
None.
System location:
Records of studies conducted internally will be located in the
Office of Analysis and Evaluation, room 208, 3101 Park Center Drive,
Alexandria, Virginia 22302. Records will be located with the
contractor when studies are performed by contract.
Categories of individuals covered by the system:
The system consists of personal information from persons who are
eligible for, have participated in, been recipients of, or
participated in some capacity in the administration of FNS-sponsored
benefit programs.
Categories of records in the system:
Individual records may contain information on program applicants,
participants, eligibles and beneficiaries of FNS-sponsored programs,
and vital statistics such as birth and death records. This
information may include but is not limited to their names, addresses,
identifying numbers, and program-specific information such as income,
family status, participation in programs sponsored by other agencies,
location of birth, birthweight, health status, medical claims,
diagnostic codes, and other pertinent information.
Authority for maintenance of the system:
Federal statutes requiring studies of the food assistance
programs: 7 U.S.C. 2011-27; 42 U.S.C. 1751-89; 7 U.S.C. 1431, 1431e,
612c, 612c note.
Purpose(s):
To study and determine the impact, efficiency and/or
effectiveness of FNS-sponsored programs and for the purpose of
reporting to the Congress, oversight agencies, and/or departmental
and FNS officials.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The records in this system may be disclosed to private firms that
have contracted with FNS to collect, aggregate, analyze, or otherwise
refine records for the purpose of research and reporting to Congress
and appropriate oversight agencies, and/or departmental and FNS
officials.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folders, magnetic tapes, and computer disks.
Retrievability:
Information is retrieved by coded identification number once
analysis files have been successfully constructed and edited. The
coded number bears prevents association of data with individual
identifiers except by authorized individuals. This is a security
measure which allows linkage of individual identifying information
with study data through computer media. Paper records containing
identifying information and study data are not needed or retained
once the information has been entered onto magnetic tapes and/or
computer disks.
Safeguards:
1. Authorized users: When designing, developing and/or operating
a system of records on individuals, contractors are required to
comply with all provisions of the Privacy Act. Contractors are
required to maintain and protect the personal data and cannot release
or share the data without consulting with FNS. Access to records
maintained within FNS is limited to those staff officials responsible
for the subject system of records. Otherwise, access is limited to
persons authorized and needing to use the records, including project
directors, contract officers, programmers, analysts, statisticians,
statistical clerks and key punch operators on the staffs of the
contractors or in the FNS.
2. Physical safeguards: Hard copy records are stored in locked
safes, locked files, and locked offices when not in use. Computer
terminals used to process identifiable data are located in secured
areas and are accessible only to authorized users. Should they be
maintained, back-up records which are stored off-site shall be used
and stored under the same secure conditions.
3. Procedural safeguards: Names and other identifying
characteristics from the interim records are not contained on the
records encrypted for analysis. Encrypted data are indexed by code
numbers. There will be no tables or files which link these code
numbers with the original names or identifying attributes. Only those
staff with a need to link identifiable information will be given the
appropriate identifiers and access procedures.The FNS project
officers and contract officers oversee compliance with these
requirements. When appropriate, the FNS will review the site
facilities to ensure that records have been maintained in accordance
with the terms of this notice.
Retention and disposal:
Names and other identifying information are maintained in the
file until conclusion of the file matching process. The portion of
records which contain identifiable items will be maintained until
they are no longer needed but not more than two years. The
identifiable items portion of the records will then be destroyed.
Aggregate data in analysis files may be kept in perpetuity according
to the needs of the Department for longitudinal comparisons.
System manager(s) and address:
Director, Office of Analysis and Evaluation, Food and Nutrition
Service, United States Department of Agriculture, room 208, 3101 Park
Center Drive, Alexandria, Virginia 22302. Telephone: (703) 756-3017.
Notification procedure:
To determine if a record containing an identifiable item exists,
write to the System Manager, giving your full name and address.
Record access procedures:
An individual may obtain information about gaining access to a
record containing an identifiable item in the system which pertains
to him or her by submitting a written request to the System Manager.
The envelope and the letter should be marked, ``Privacy Act
Request.'' An individual may be required to reference the record by
furnishing name, address, Social Security Number, and/or other
identifiers needed by FNS and administering agencies to discern the
record.
Contesting record categories:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the System Manager, the
reasons for contesting it, and the proposed amendment to the
information with supporting information to show how the record is
inaccurate, incomplete, untimely, or irrelevant.
Record source categories:
Information in this system will come from program application and
participation records of applicants, eligibles, participants and
beneficiaries of FNS programs, such as the Food Stamp Program, the
Special Supplemental Food Program for Women, Infants and Children
(WIC), the National School Lunch Program, the School Breakfast
Program, the Commodity Supplemental Food Program, and others. Records
are created based on information gathered from individuals themselves
and from State and local agencies which administer the programs.
Systems exempted from certain provisions of the act:
None.
USDA/FNS-9
System name:
USDA/FNS-9 Food Stamp Program Retailer Information.
Security classification: None.
System location:
The paper records (i.e., the applications for authorization and
reauthorization) which contain the personal identifying information
on retail and wholesale store owners and officers, and/or owners and
officers associated with other entities, are located in a host
computer database and in FNS field offices throughout the United
States. The location of each FNS field office may be found in the
local phone books. The host computer database which contains the
Store Tracking and Redemption Subsystem (STARS) database, is located
at the Benefit Redemption Systems Branch, PO Box 135, Minneapolis,
Minnesota 55440.
Categories of individuals covered by the system:
The system consists of personal information from owners and
officers of stores and other entities currently participating in the
Food Stamp Program, as well as those owners and officers who have
previously participated in the program. The individual paper records
(i.e., applications for authorization) located in FNS field offices
also contain personal information from owners and officers who
applied for authorization to participate in the FSP but were denied
authorization.
Categories of records in the system:
The applications for authorization and reauthorization are in the
STARS database and located in the files of FNS field offices. The
applications contain the following personal information regarding
owners and officers: Name, home address, social security number, and
date of birth. The SSNs are collected only from owners of sole
proprietorships, partnerships, principal shareholders of private
corporations, and officers of cooperatives. Financial data (i.e.,
food sales, gross sales, food stamp redemption data) relative to each
entity currently authorized or previously authorized is in the STARS
database.
Authority for maintenance of the system:
Section 9 of the Food Stamp Act of 1977, as amended, (7 U.S.C.
2018); section 1735 of the Food, Agriculture, Conservation, and Trade
Act of 1990 (Pub. L. 101-624, 104 Stat. 3359); section 205(c)(2)(C)
of the Social Security Act (42 U.S.C. 405(c)(2)(C)); and section
6109(f) of the Internal Revenue Code of 1986 (26 U.S.C. 6109(f)).
Purpose(s):
This information will be shared with other Federal and State
entities to assist in the administration and enforcement of the Food
Stamp Act, as well as other Federal and State laws. The SSNs and EINs
of store owners will only be shared with Federal agencies which
maintain those numbers in their files. STARS is used primarily for
tracking the authorization and food stamp redemption activity of
owners and officers of entities currently participating in the Food
Stamp Program, as well as those owners and officers who have
previously participated in the Food Stamp Program.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Limitations on Disclosure under the Following Routine Uses (1)
through (11):
Information obtained from applicants under the authority of 7
U.S.C. 2018(c) may be used or disclosed only as specified in 7 U.S.C.
2018(c). With the exception of the SSNs and EINs obtained from
applicants, 7 U.S.C. 2018(c) gives FNS the authority to disclose the
contents of an initial application, or other information submitted by
an applicant to other Federal and State law enforcement and
investigative agencies for the purposes of administering or enforcing
the Food Stamp Act or any other Federal or State law. 7 U.S.C.
2018(c) also limits the use of the information obtained by
applicants. That is, the above mentioned entities may only use this
information for purposes directly connected with the administration
and enforcement of the Food Stamp Act or any other Federal or State
law. Some of the information obtained from applicants is ownership
information and sales and redemption data.
The use and disclosure of SSNs and EINs obtained by applicants is
covered in the Social Security Act and the Internal Revenue Code. In
accordance with the Social Security Act and the Internal Revenue
Code, applicant social security numbers and employer identification
numbers may be disclosed only to other Federal agencies authorized to
have access to social security numbers and employer identification
numbers and maintain these numbers in their files, and only when the
Secretary of Agriculture determines that disclosure would assist in
verifying and matching such information against information
maintained by such other agency. 42 U.S.C. 405(c)(2)(C)(iii); 26
U.S.C. 6109(f).
(1) USDA/FNS may disclose information from this system of records
to the Department of Justice (DOJ), a court or other tribunal, or
another party before such tribunal, when USDA, any component thereof,
or any employee of the USDA in his or her official capacity, any USDA
employee in his or her individual capacity where DOJ (or USDA where
it is authorized to do so) has agreed to represent the employee, or
the United States where USDA determines that the litigation is likely
to affect directly the operations of USDA or any of its components,
is a party to the litigation or has an interest in such litigation,
and USDA determines that the use of such records by DOJ, the court or
other tribunal, or the other party before such tribunal is relevant
and necessary to the litigation; provided, however, that in each
case, USDA determines that such disclosure is compatible with the
purpose for which the records were collected.
(2) In the event that material in this system indicates a
violation of the Food Stamp Act or any other Federal or State law
whether civil or criminal or regulatory in nature, and whether
arising by general statute, or by regulation, rule or order issued
pursuant thereto, USDA/FNS may disclose the relevant records to the
appropriate agency, whether Federal or State, 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) USDA/FNS may disclose records from this system of records to
a congressional office from the record of an individual provided that
individual gave the congressional office permission to inquire on his
or her behalf.
(4) USDA/FNS may use information from this system of records,
including SSNs and EINs, to collect and report on delinquent debt and
may disclose the information to other Federal and State agencies, as
well as private collection agencies, for purposes of claims
collection actions including, but not limited to, administrative
offset and referral to the Department of Justice for litigation.
(Note: SSNs and EINs will only be disclosed to Federal agencies).
(5) USDA/FNS may disclose information from this system of records
to other Federal and State agencies to respond to specific requests
from such Federal and State agencies for the purpose of administering
the Food Stamp Act as well as other Federal and State laws.
(6) USDA/FNS may disclose information from this system of records
to other Federal and State agencies to verify information reported by
applicants and participating firms, and to assist in the
administration and enforcement of the Food Stamp Act as well as other
Federal and State laws.
(7) USDA/FNS may disclose information from this system of records
to other Federal and State agencies for the purpose of conducting
computer matching programs.
(8) USDA/FNS may disclose information (excluding EINs) from this
system of records to private entities having contractual agreements
with USDA for designing, developing, and operating the system, and
for verification and computer matching purposes.
(9) USDA/FNS may disclose an owner's home address to a financial
institution to verify information contained on a redemption
certificate (Form FCS-278B, formerly Form FNS-278B) submitted by a
participating retailer. Authorized entities use these certificates
when depositing food coupons at financial institutions. On occasion,
particularly with small businesses, the owner's business address may
also be the owner's home address.
(10) USDA/FNS will disclose information from this system of
records to the Internal Revenue Service, for the purpose of reporting
delinquent retailer and wholesaler monetary penalties of $600 or more
for violations committed under the Food Stamp Program. USDA/FNS will
report each delinquent debt to the Internal Revenue Service on Form
1099-C (Cancellation of Debt). USDA/FNS will report these debts to
the Internal Revenue Service under the authority of the Income Tax
Regulations (26 CFR parts 1 and 602) under section 6050P of the
Internal Revenue Code.
(11) USDA/FNS may disclose information from this system of
records to State agencies that administer the Special Supplemental
Nutrition Program for Women, Infants, and Children (WIC), authorized
under section 17 of the Child Nutrition Act of 1966 for purposes of
administering that Act and the regulations issued under that Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
File folders, magnetic tapes, and computer disks.
Retrievability:
In STARS, the personal identifying information is retrievable by
owner's name and by SSN.
Safeguards:
1. Authorized Users: When designing, developing and/or operating
a system of records on individuals, contractors are required to
comply with all provisions of the Privacy Act. Contractors are
required to maintain and protect the personal data and cannot release
or share data without consulting with FNS. Access to records
maintained within FNS is limited to those staff officials responsible
for the subject system of records. Otherwise, access is limited to
persons authorized and needing to use the records, including project
directors, contract officers, programmers, analysts, statisticians,
statistical clerks and key punch operators on the staff of the
contractors or in the FNS.
2. Physical Safeguards: Paper records are stored in locked safes,
locked files, and locked offices when not in use. Computer terminals
used to process personal identifiable data are located in secured
areas and are accessible only to authorized users. Back up records
which are stored off-site shall be used and stored under the same
secure conditions.
3. Procedural Safeguards: In order to access STARS, each
authorized individual is given a personal access ID and password. The
individual's password must be changed at least every 45 days or
whenever the individual feels it might have been compromised.
Access to personal information contained in the STARS database
and to the paper record files is restricted to those individuals who
have been authorized by FNS and who have a need to know such
information in the performance of their official duties in
administering the Food Stamp Act and other Federal and State laws.
SSNs cannot be viewed on screen in STARS by those individuals who are
not specifically authorized to view them.
FNS personnel, project officers, and contract officers oversee
compliance with these requirements. When appropriate, FNS personnel
will review the site facilities to ensure that records have been
maintained in accordance with the terms of this notice.
Retention and disposal:
In STARS, the personal identifying information is maintained
indefinitely. The applications for authorization and reauthorization
are kept in the FNS field offices for three years and then destroyed
pursuant to the applicable document retention and disposal schedule.
System manager(s) and address:
Thomas O'Connor, Director, Benefit Redemption Division, Food and
Nutrition Service, United States Department of Agriculture, Room 706,
3101 Park Center Drive, Alexandria, Virginia 22302.
Notification procedure:
Any individual may request information regarding this system of
records from the System Manager. The request must be in writing.
Record access procedures:
An individual who wishes to request access to records in the
system which pertains to him or her may submit a written request to
the System Manager. The envelope and the letter should be marked,
``Privacy Act Request''. An individual may be required to reference
the record by furnishing name, address, Social Security Number, and/
or other identifiers needed by FNS.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their request to the System Manager. The
request should include, as appropriate, the reasons for contesting
it, and the proposed amendment to the information with supporting
information to show how the record is inaccurate, incomplete,
untimely, or irrelevant.
Record source categories:
Information in this system comes from the authorization and
reauthorization applications of stores and other entities which are
currently participating in the Food Stamp Program, as well as
information on file for those entities which have previously
participated in the program. Personal information in this system of
records is also obtained from the owners and officers of such
entities as reported on the authorization and reauthorization
applications.
The STARS database also keeps a food stamp redemption history on
such entities. The database maintains the dollar amount of food stamp
benefits accepted by each entity currently authorized or previously
authorized.
Exemptions claimed for the system:
None.
USDA/FNS-10
System name:
USDA/FNS-10 Persons Doing Business with the Food and Nutrition
Service (FNS).
Security classification:
None.
System location:
This system of records is under the control of the Deputy
Administrator, Financial Management, Food and Nutrition Service,
United States Department of Agriculture, 3101 Park Center Drive,
Alexandria, Virginia 22302. The data is maintained in the Agency
Financial Management System (AFMS), FNS's automated financial system.
Categories of individuals covered by the system:
The system consists of information on individuals who receive
payments directly from FNS under any of the various nutrition and
nutrition education programs FNS administers. These individuals may
include program sponsors, contractors, and other individuals. They do
not include program benefit recipients or State agencies.
Categories of records in the system:
The information in the system consists of individuals' names,
addresses, Social Security Numbers, Employer Identification Numbers,
and amounts of payments to be made. The system may also include
information such as company or sponsor name.
Authority for maintenance of the system:
31 U.S.C. 7701(c)(1), the Debt Collection Improvement Act of 1996
(Pub. L. 104-134), Debt Collection Act of 1982 as amended (Pub. L.
97-365), the Child Nutrition Act of 1966 as amended the National
School Lunch Act as amended, and the Food Stamp Act of 1977 as
amended.
Purpose(s):
To facilitate the Congressional mandate under the DCIA to provide
taxpayer identification numbers on all appropriate requests for
payment to facilitate debt collection by administrative offset under
the DCIA, and for income reporting to the IRS.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) USDA/FNS may disclose information from this system of records
to the appropriate agency, whether Federal, State, or local, charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing a statute, rule, regulations,
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal, or regulatory in nature,
and whether arising by general statute or particular program statute,
or by rule, regulation, or order issued pursuant thereto.
(2) USDA/FNS may disclose information from this system of records
to a court, magistrate, or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record within
the system which constitutes evidence in that proceeding, or which is
sought in the course of discovery.
(3) USDA/FNS may disclose information from this system of records
to a congressional office from the record of an individual provided
that individual gave the congressional office permission to inquire
on his or her behalf.
(4) USDA/FNS may disclose information from this system of records
of the Internal Revenue Service, for the purpose of reporting
canceled debts of $600 or more for violations committed under FNS
programs. Canceled debts will be reported to the Internal Revenue
Service on Form 1099-C (Cancellation of Debt) under the authority of
the Income Tax Regulations (26 CFR parts 1 and 602) under section
6050P of the Internal Revenue Code.
(5) USDA/FNS may disclose information from this system of records
to the Department of the Treasury on requests for payments for
purposes of administrative offset, to be effected in cases where
entities participating in FNS programs owe delinquent debts to other
Federal agencies.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in the Agency's AFMS system on magnetic
tapes, on data disks, and in file folders at FNS Headquarters and at
the National Computer Center facility in Kansas City.
Retrievability:
Records are retrievable by name, vendor number, and Social
Security Number or Employer Identification Number.
Safeguards:
Access to records is limited to those persons who process the
records for the specific routine uses stated above. Records in such
formats as magnetic tape and disks are kept in physically secured
rooms or cabinets. Various methods of computer security limit access
to records in automated databases. Paper records are segregated and
physically secured in locked cabinets.
Retention and disposal:
Records are maintained in the automated AFMS system indefinitely.
Paper records, where they are held, are maintained for three years
and then destroyed pursuant to the applicable document retention and
disposal schedule.
System manager(s) and address:
Director, Accounting Division, Food and Nutrition Service, United
States Department of Agriculture, 3101 Park Center Drive, Room 415,
Alexandria, Virginia, 22302.
Notification procedure:
Individuals may request from the system manager identified above
information regarding this system of records or whether the system
contains records pertaining to them. Any individual requesting such
information must provide his or her name, address, and Social
Security Number.
Record access procedures:
Individuals may obtain information about records in the system
pertaining to them by submitting a written request to the system
manager listed above. The envelope and letter should be marked
``Privacy Act Request,'' and should include the name, address, and
Social Security Number of the individual for which the request is
made.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in the system should direct their requests to the system manager
listed above, state the reason(s) for contesting the information, and
provide any available documentation to support the requested action.
Record source categories:
Information in this system is provided by the applications and
contracts entered into by entities participating in the programs FNS
administers. Personal information in this system is also obtained
from the owners and officers of such entities as reported on the
program applications and contracts for services provided under these
programs.
Exemptions claimed for the system:
None.
USDA/FNS-11
System name:
USDA/FNS-11, Information on Persons Identified as Responsible for
Serious Deficiencies, Proposed for Disqualification, or Disqualified
to Participate as Principals or Family Day Care Home Operators in the
Child and Adult Care Food Program (CACFP).
Security classification:
None.
System location:
This system of records is under the control of the Deputy
Administrator, Special Nutrition Programs, Food and Nutrition
Service, United States Department of Agriculture, 3101 Park Center
Drive, Alexandria, Virginia 22302. The data on individuals who have
been identified or proposed for disqualification because of
responsibility for a serious deficiency in an institution or
sponsored center which operates the CACFP will be maintained at the
FNS Regional Office which oversees the State agency which has made
the determination of serious deficiency or proposed the
disqualification. The data on individuals who have been disqualified
from participation in the CACFP will be maintained in the Child
Nutrition Division of the Food and Nutrition Service.
Categories of individuals covered by the system:
The system consists of information on individuals that have been
determined to be responsible for serious deficiencies, proposed for
disqualification, or disqualified from participation in the CACFP.
The list will include both individuals disqualified based on
responsibility for serious deficiencies in the operation of CACFP
independent centers and sponsoring organizations based on regulations
in place before July 29, 2002, as well as all individuals that are
disqualified from CACFP participation after July 29, 2002.
Categories of records in the system:
For individuals who have been determined to be responsible for a
serious deficiency at an institution or who have been proposed for
disqualification as responsible principals or individuals of a
seriously deficient institution: individual's name, name and address
of the institution, title or position held with institution, reason
for determination of serious deficiency or proposed disqualification,
name of the State agency making the determination of serious
deficiency or proposing disqualification.
For individuals who have been disqualified as responsible
principals or individuals: all of the information in the previous
paragraph, plus the individual's mailing address, the individual's
date of birth, the effective date of the disqualification and whether
the individual owes a debt to the CACFP.
For family day care home providers: individual's name, address,
date of birth, reason for disqualification, name of the sponsoring
organization, state agency imposing disqualification, termination
date, and whether any debt is owed to the CACFP.
Since State agencies were not required to collect the mailing
addresses or birth date of disqualified responsible principals and
individuals and operators of family day care homes prior to July 29,
2002, this information may not be available for individuals
disqualified from the CACFP before this date.
Authority for maintenance of the system:
42 U.S.C. 1766 (d)(5)(E)(i) and (ii), the Richard B. Russell
National School Lunch Act.
PURPOSE:
To promote integrity in the CACFP by providing State
administering agencies and sponsoring organizations with the names of
institutions, family day care home operators and individuals that
have been terminated or otherwise disqualified from participating in
the CACFP. Once disqualified, these institutions, individuals, and
day care home operators will be prohibited from participating in the
program for 7 years from the effective date of the disqualification.
Institutions and individuals associated with institutions may be
removed from the list earlier if the State agency and FNS concur that
the serious deficiency that caused their placement on the list has
been corrected; operators of family day care homes may be removed
earlier if the State agency concurs that the serious deficiency that
caused their placement on the list has been corrected. However, no
institution, individual, or family day care home operator may be
removed from the list if they owe a debt to the CACFP.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) USDA/FNS will disclose information from this system of
records on individuals who have been disqualified from participation
in the CACFP to every agency, whether State or FNS, that administers
the CACFP directly in the States or at the Federal level, and to
every sponsoring organization participating in the program. The
information will be available to the State agency Directors and staff
members who make decisions about application approval or termination
from participation in the program or, in the case of sponsoring
organizations, make hiring decisions or submit applications for
approval of family day care home operators to the State agency.
(2) USDA/FNS may disclose information from this system of records
to the Department of Justice when: (a) The agency or any component
thereof; or (b) any employee of the agency in his or her official
capacity where the Department of Justice has agreed to represent the
employee; or (c) the United States Government is a party to
litigation or has an interest in such litigation, and by careful
review, the agency determines that the records are both relevant and
necessary to the litigation, and the use of such records by the
Department of Justice is therefore deemed by the agency to be for a
purpose that is compatible with the purpose for which the agency
collected the records.
(3) USDA/FNS may disclose information from this system of records
to a court or adjudicative body in a proceeding when: (a) The agency
or any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or
her individual capacity where the agency has agreed to represent the
employee; or (d) the United States Government is a party to
litigation or has an interest in such litigation, and by careful
review, the agency determines that the records are both relevant and
necessary to the litigation, and the use of such records is therefore
deemed by the agency to be for a purpose that is compatible with the
purpose for which the agency collected the records.
(4) USDA/FNS may disclose information from this system of records
when a record on its face, or in conjunction with other records,
indicates a violation or potential violation of law, whether civil,
criminal or regulatory in nature, and whether arising by general
statute or particular program statute, or by regulation, rule, or
order issued pursuant thereto, disclosure may be made to the
appropriate agency, whether Federal, foreign, State, local, or
Tribal, or other public authority responsible for enforcing,
investigating or prosecuting such violation or charged with enforcing
or implementing the statute, or rule, regulation, or order issued
pursuant thereto, if the information disclosed is relevant to any
enforcement, regulatory, investigative or prosecutive responsibility
of the receiving entity.
(5) USDA/FNS may disclose information from this system of records
to a Member of Congress or to a congressional staff member in
response to an inquiry of the congressional office made at the
written request of the constituent about whom the record is
maintained.
(6) USDA/FNS may disclose information from this system of records
to the National Archives and Records Administration or to the General
Services Administration for records management inspections conducted
under 44 U.S.C. 2904 and 2906.
Policies and practices for storing, retrieving, accessing,
RETAINING AND DISposing of records in the system:
Storage:
Records are maintained on computer disks, in computer files on
the FNS network, and in file folders at FNS Regional offices and at
FNS Headquarters; information on individuals who have been
disqualified from participation in the CACFP will also be available
in a password-protected environment on the Internet.
Retrievability:
Records are retrieved by the individual's name.
Safeguards:
Access to records is limited to those persons who process the
records for the specific routine uses stated above. Computer disks
are kept in physically secured rooms or cabinets. Files on the
network are only available to persons with authorized access to the
network. Paper records are segregated and physically stored in locked
cabinets. Internet access will be restricted to those State agency or
sponsoring organization staff with a need to know the list's contents
and with password access to the list.
Retention and disposal:
Once placed on the National Disqualified List, a responsible
principal or individual or the operator of a family day care home
will remain on the list for 7 years from the effective date of the
disqualification or until acceptable corrective action is taken.
Also, no responsible principal or individual or operator of a family
day care home can be removed from the list until any debt owed to the
CACFP is repaid in full, even if the full 7 years has elapsed.
System manAGER AND ADDRESS:
Director, Child Nutrition Division, Food and Nutrition Service,
United States Department of Agriculture, 3101 Park Center Drive, Room
638, Alexandria, Virginia 22302.
Notification procedure:
Individuals may request from the system manager identified above
information regarding this system of records or whether the system
contains records pertaining to them. Any individual requesting such
information must provide his or her name, birth date, and address.
Record access procedures:
Individuals may obtain information about records in the system
pertaining to them by submitting a written request to the system
manager listed above. The envelope and letter should be marked
``Privacy Act Request'' and must include the name and address of the
individual for whom the request is made.
Contesting record procedures:
Before being included in this system of records, operators of day
care homes, responsible principals, and responsible individuals have
been afforded the right to an administrative review of the findings
that led to the action to disqualify them from CACFP participation.
Therefore, the procedures set forth in this provision are not
intended as an additional method of appeal.
Individuals desiring to contest or amend information maintained
in the system should direct their requests to the System Manager
listed above. The request should state the reason(s) for contesting
the information and provide any available documentation to support
the requested action.
Record source categories:
Information in this system is provided to FNS by State agencies
that administer the CACFP in the States.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Food Safety and Inspection Service
USDA/FSIS-1
System name: Meat and Poultry Inspection Program--Slaughter,
Processing and Allied Industries Compliance Records System, USDA/
FSIS.
System location: Food Safety and Inspection Service, USDA, 14th
and Independence Avenue, SW, Washington, DC 20250.
Categories of individuals covered by the system: Individuals
engaged in the slaughter of meat or poultry animals; or the
preparation, transportation, storage, or distribution of meat or
poultry products, or similar activities are included in this system
of records.
Categories of records in the system: The system consists of:
Investigatory files concerning alleged violations of the Federal Meat
and Poultry Inspection Acts and related laws; investigatory files
compiled for enforcement of provisions of the Federal Meat and
Poultry Inspection Acts concerning detention or seizure of alleged
violative product; correspondence, allegations, inquiries, reports of
actions taken, complaints and similar records concerning alleged
violations of enforcement actions; records compiled to carry out
provisions of 21 U.S.C. 671 and 21 U.S.C. 467 concerning the refusal
to provide or withdrawal of inspection service from unfit applicants
as defined by law; includes application forms, notations of past
violations, court records, and other documentation; files microfilm
and computer records concerning systematic reviews conducted at the
places of business of individuals covered by the records system.
Authority for maintenance of the system: 21 U.S.C. 451 et seq.,
and 601 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto. (2) Referral to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system which
constitutes evidence in that proceeding, or which is sought in the
course of discovery. (3) Referral to the Department of Justice for
the defense of suits against the United States or its officers, or
for the institution of suits for the recovery of claims by the United
States Department of Agriculture. Disclosure may be made to a
Congressional office from the record of an individual in response to
an inquiry from the Congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders, cards, microfilm,
computer printouts; and electronically on various computer media.
Retrievability: All categories of records concerning enforcement
actions are cross referenced through an alphabetical name index
system. Files on violations and other enforcement actions are indexed
alphabetically by name and by year of violation. Printouts and
microfilm records are alphabetically arranged with unique number
identifiers assigned as well.
Safeguards: Records are maintained in locked offices.
Retention and disposal: Active records are maintained
indefinitely. Closed cases are retired to records storage centers
after 3 years unless reopened. Microfilm and computer records are
maintained indefinitely. Computer printouts are destroyed after 6
months.
System manager(s) and address: Privacy Act Coordinator, USDA/FSIS,
14th and Independence Avenue, SW, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f). See 7 CFR 1.23. Individual access to these records
would impair investigations and alert subjects of investigations that
their activities are being scrutinized, and thus allow them time to
take measures to prevent detection of illegal action to escape
prosecution. Any individual who feels, however, that he has been
denied any right, privilege or benefit for which he would otherwise
be eligible as a result of the maintenance of such material may
request access to the material. Such requests should be addressed to:
Privacy Act Coordinator, USDA/FSIS, 14th and Independence Avenue, SW,
Washington, DC 20250.
USDA/FSIS-2
System name: Common On-Line Reference for Establishments (CORE),
USDA/FSIS.
System location:
Food Safety and Inspection Service, USDA, 14th and Independence
Avenue, SW, Washington, DC 20250.
Categories of individuals covered by the system:
Individuals responsibly connected with the applicant for Federal
meat, poultry, or import inspection: All owners, partners, officers,
directors, holders or owners of 10 per centum or more of voting
stock, and employees in a managerial or executive capacity in the
business; regional, area, and circuit personnel of Meat and Poultry
Inspection Operations; Import Inspection Office personnel of
International Programs; FSIS headquarters personnel.
Categories of records in the system:
The system consists of: Names and addresses of applicants for
Federal meat, poultry or import inspection and descriptive
information about their business establishments (plants). The system
includes the name, title, social security number, date of birth,
place of birth and stock ownership (if 10 per centum or more) of all
persons listed as responsibly connected with the applicant. It also
includes types of operations, slaughter and processing categories,
export restrictions, other names under which business will be
conducted, plant types, numbers of authorized inspectors, dates of
grants of inspection, types of inspection, and import information. In
addition, the system contains mail management data necessary to mail
USDA literature to non-establishment organizations (FSIS headquarters
and field personnel) and to provide for the production of mailing
labels and publication of the Meat and Poultry Inspection Directory.
Authority for maintenance of the system:
21 U.S.C. 451 et seq., and 601 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) To a contractor for the purpose of collating, analyzing,
aggregating or otherwise refining or processing records in this
system or for developing, modifying and/or manipulating ADP software.
Data would also be disclosed to contractors incidental to
consultation, programming, operation, user assistance, or maintenance
for ADP or telecommunications systems containing or supporting
records in the system.
(2) In the event that material in this system indicates a
violation of law, whether civil, criminal, or regulatory in nature,
and whether arising by general statute, or by regulation, rule or
order issued pursuant thereto, the relevant records may be disclosed
to the appropriate Agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order, issued pursuant thereto.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on computer disks, magnetic tape, FSIS
Form 5200-2, ``Application for Federal Meat Poultry, or Import
Inspection'' and in computer printouts.
Retrievability:
Records are arranged by establishment number and alphabetically
by name of applicant. Records are also retrievable by names of
persons responsibly connected with the applicant. Establishment data
in the computer are indexed by establishment number, Region, Area,
and circuit; export data by country; personnel data by Region/Area/
circuit; mail data by access code, literature code, or recipient
code.
Safeguards:
Records are maintained in password-protected minicomputers,
microcomputers, magnetic tape or locked file cabinets with attendants
on duty during normal operating hours. Offices are locked after
normal operating hours.
Retention and disposal:
Active records are maintained indefinitely. Computer records for
withdrawn plants are retained for 3 years. Computer printouts are
destroyed after use.
System manager(s) and address:
Chief, Information Systems Development and Support Section, FSIS,
Room 4906, South Building, 14th Street and Independence Avenue, SW,
Washington, DC 20250.
Notification procedure:
A request for information should be addressed to the FSIS Privacy
Act Coordinator, 14th Street and Independence Avenue, SW, Washington,
DC 20250.
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should submit a written request to the
Privacy Act Coordinator at the above address.
Contesting record procedures:
Same as records access procedures.
Record source categories:
Information in this system comes from the individuals to whom the
records pertain.
Foreign Agricultural Service
USDA/FAS-4
System name: Foreign Service Employee Records.
System location: Foreign Agricultural Service, United States
Department of Agriculture, 14th and Independence Avenue, SW,
Washington, DC 20250.
Categories of individuals covered by the system: Foreign Service
employees of the Foreign Agricultural Service.
Categories of records in the system: The system consists of
official personnel files; performance records (Foreign Service
ratings, development appraisal reports, and related correspondence);
biographical data; career development and counseling records
(including training and assignment records); records of security
clearances; conflict of interest reports; recruitment and employment
files; promotion and conversion files (lateral entry); retirement and
annuitant files; informal grievance files; computer printouts from
automated personnel system (alphabetical list and staffing patterns);
reports of medical clearances; awards and leave information; health
and life insurance plans; accident reports; time and attendance
records; earning statements; travel vouchers; and payroll data needed
to conform to all applicable laws, Government regulations and
procedures, and the needs of the Agency in carrying out its personnel
management responsibilities.
Authority for maintenance of the system: 5 U.S.C. 301; Foreign
Service Act of 1980, FPM Chapters 293-294.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information is
made available to persons who have a legitimate need to review such
records, as may be required in the performance of their official
duties (in connection with appointments, transfers, details,
promotions, training, retirements, reassignments, disciplinary or
adverse actions, grievances, operations of the automated personnel/
payroll systems and the preparation of the statistical reports,
analyses, and other by-products of these systems).
Referral of information is made to (1) U.S. Congress and OPM for
special reports; (2) accredited investigative agents of any Federal
agency to carry out investigative functions; (3) authorized officials
of the Department of State, Agency for International Development,
U.S. International Communication Agency and Foreign Commercial
Service of the Department of Commerce in connection with proposed
details of Foreign Service employees or consideration by promotion
boards; (4) authorized individuals of other Federal agencies,
international organizations or State and local governments in cases
where Foreign Service employees are being considered for detail or
assignment to the agency or organizational entity concerned; (5)
National Personnel Records Center and Washington National Records
Center for records retirement and/or destruction; (6) private
organizations, institutions or individuals to verify employment and
to request record or credit checks; (7) current and former FAS
employees to review their own personnel records; (8) appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law, or
of enforcing or implementing the statute, rule, regulation or order
issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation of
law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation or order issued pursuant thereto; and (9) a court,
magistrate or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within the system
which constitutes evidence in that proceeding, or which is sought in
the course of discovery.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above, except for the National Finance Center (P.O.
Box 60,000, New Orleans, Louisiana) where they are maintained on
computer tape and disk storage.
Retrievability: Records are indexed by name of employee and/or
identification number.
Safeguards: All records containing personal information are
maintained in secured file cabinets and in secured computer tape
storage rooms.
Retention and disposal: Records are maintained indefinitely until
employees are separated from the Foreign Agricultural Service and are
then retired or transferred to a new employing agency or destroyed in
conformance with appropriate General Services Administration
retirement and/or destruction schedules.
System manager(s) and address: Assistant Administrator, Management,
Foreign Agricultural Service, United States Department of
Agriculture, 14th and Independence Avenue, SW, Room 5095-S,
Washington, DC 20250.
Notification procedure: A request for information should be
addressed to the Assistant Administrator, Management, Foreign
Agricultural Service (address above).
Record access procedures: Individuals who wish to gain access to or
amend records pertaining to themselves should submit a written
request to the Assistant Administrator, Management, Foreign
Agricultural Service (address above).
Contesting record procedures: Same as record access procedures.
Record source categories: Information in this system comes from the
employee or former employee, employment applications, employee's
supervisors, colleges and universities, Department of State Foreign
Service Institute and Office of Medical Services, USDA Office of
Security, overseas administrative/personnel officers, and other
officials involved in personnel and payroll.
USDA/FAS-5
System name:
FAS Child Day Care Assistance Records System.
System location:
Paper and electronic records will be maintained by the
contractor, Federal Employee and Education Assistance Fund, Suite
200, 8441 West Bowles Avenue, Littleton, CO 80123-9501; as well as
the U.S. Department of Agriculture, Foreign Agricultural Service,
Budget Division, 1400 Independence Avenue, SW., Washington, DC 20250;
and the Farm Service Agency, Human Resources Division, 1400
Independence Avenue, SW., Washington, DC 20250 (L Street location).
Categories of individuals covered by the system:
(1) Present and former employees of the Foreign Agriculture
Service who voluntarily apply for child care assistance, their
spouses, and their children who are enrolled in a licensed child day
care.
(2) Child-care providers of these employees.
Categories of records in the system:
Application forms for child day care assistance which contain
personal information, including employee (parent) name, social
security number, pay grade, home and work numbers, addresses, total
family income, spouse's name and social security number, spouse's
employment information, names of children on whose behalf the
employee (parent) is applying for assistance, each applicable child's
date of birth, information on child care providers used (including
name, address, provider's license number and State where issued, day
care cost, and provider's tax identification number), amount of any
other subsidies received, and copies of employee's and spouse's IRS
Forms 1040 and 1040A for verification purposes. Other records may
include the child's social security number, weekly expenses, pay
statements, records relating to direct deposits, and verification of
qualification and administration for child care assistance.
Authority for maintenance of the system:
Pub. L. 106-58, section 643, and E.O. 9397.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
a. Records may be released to agency employees on a need-to-know
basis.
b. Relevant records relating to an individual may be disclosed to
a congressional office in response to an inquiry from the
congressional office made at the request of that individual.
c. Relevant information may be disclosed to the Office of the
President for responding to an individual pursuant to an inquiry from
that individual or from a third party on his/her behalf.
d. Relevant records may be disclosed to representatives of the
National Archives and Records Administration who are conducting
records management inspections.
e. Records may be disclosed in response to a request for
discovery or for the appearance of a witness, to the extent that what
is disclosed is relevant to the subject matter involved in a pending
judicial or administrative proceeding.
f. Relevant records may be disclosed to the appropriate Federal,
State, or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order,
where FAS becomes aware of an indication of a violation of potential
violation of civil or criminal law or regulation.
g. Relevant records may be disclosed to another Federal agency,
to a court, or a party in litigation before a court or in an
administrative proceeding being conducted by a Federal agency, when
the Government is a party to the judicial or administrative
proceeding. In those cases where the Government is not a party to the
proceeding, relevant records may be disclosed if a subpoena has been
signed by a judge of competent jurisdiction.
h. Records may be disclosed to the Department of Justice, or in a
proceeding before a court, adjudicative body, or other administrative
body before which FAS is authorized to appear, when:
(1) FAS, or any component thereof; or
(2) Any employee of FAS in his or her official capacity; or
(3) Any employee of FAS in his or her individual capacity where
the Department of Justice or FAS has agreed to represent the
employees; or
(4) The United States, when FAS determines that litigation is
likely to affect FAS 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 FAS is deemed by FAS to be
relevant and necessary to the litigation provided, however, that the
disclosure is compatible with the purpose for which records were
collected.
i. In the event that material in this system indicates a
violation of law, whether civil, criminal, or regulatory in nature,
and whether arising by general statute, or by regulation, rule, or
order issued pursuant thereto, the relevant records may be disclosed
to the appropriate agency, whether Federal, State, local, or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute,
rule, regulation, or order, issued pursuant thereto.
j. Relevant records may be disclosed to respond to a Federal
agency's request made in connection with the hiring or retention of
an employee, the letting of a contract or issuance of a grant,
license or other benefit by the requesting agency, but only to the
extent that the information disclosed is relevant and necessary to
the requesting agency's decision on the matter.
k. Relevant records may be disclosed to the Office of Management
or the General Accounting Office when the information is required for
evaluation of the subsidy program.
l. Records may be disclosed to a contractor, expert, consultant,
grantee, or volunteer performing or working on a contract, service,
grant, cooperative agreement, or job for the Federal Government
requiring the use of these records.
m. Relevant records may be disclosed to child care providers to
verify a covered child's dates of attendance at the providers'
facility.
n. Records may be disclosed by FAS in the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related workforce studies. While published studies do not contain
individual identifiers, in some instances the selection of elements
of data included in the study may be structured in such a way as to
make the data individually identifiable by inference.
o. Records may be disclosed to officials of the Merit Systems
Protection Board or the Office of the Special Counsel, when requested
in connection with appeals, special studies of the civil service and
other merit systems, review of FAS rules and regulations,
investigations and alleged or possible prohibited personnel
practices, and such other functions, e.g., as promulgated in 5 U.S.C.
1205 and 1206, or as may be authorized by law.
p. Records may be disclosed to the Equal Employment Opportunity
Commission when requested in connection with investigations into
alleged or possible discrimination practices in the Federal sector,
compliance by Federal agencies with the Uniform Guidelines on
Employee Selection Procedures or other functions vested in the
Commission and to otherwise ensure compliance with the provisions of
5 U.S.C. 7201.
q. Records may be disclosed to the Federal Labor Relations
Authority or its General Counsel when requested in connection with
investigations of allegations of unfair labor practices or matters
before the Federal Service Impasses Panel.
r. Relevant records may be disclosed to the Internal Service in
connection with tax audit and tax record administration, as well as
suspected tax fraud.
Purpose(s):
To establish and verify FAS employees' eligibility for the child
day care assistance program in order for FAS to provide monetary
assistance to its employees.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information may be collected on paper or electronically and may
be stored as paper forms or on computers.
Retrievability:
By name; may also be cross-referenced to social security number.
Safeguards:
When not in use by an authorized person, paper records are stored
in locked file cabinets or secured rooms. Electronic records are
protected by the use of passwords.
Retention and disposal:
These records will be maintained permanently until their official
retention period is established by the Agency or the National
Archives and Records Administration.
System manager(s) and address:
Chief, Performance Management, Benefits and Awards Branch, FSA/
HRD/PMBAB STOP 0595, 1400 Independence Ave, SW., Washington, DC
20250-0595.
Notification procedure:
Individuals may submit a request on whether a system contains
records about them to the system manager indicated. Individuals must
furnish their full name and social security number for their records
to be located and identified.
Record access procedures:
Individuals wishing to request access to records about them
should contact the system manager indicated. Individuals must provide
their full name and social security number for their records to be
located and identified. Individuals requesting access must also
follow the USDA's Privacy Act regulations regarding verification of
identity and access to records (7 CFR part 1, subpart G).
Contesting record procedure:
Individuals wishing to request amendment of records about them
should contact the system manager indicated. Individuals must furnish
their full name and social security number for their records to be
located and identified. Individuals requesting amendment must also
follow the USDA's Privacy Act regulations regarding verification of
identity and amendment of records (7 CFR part 1, subpart G).
Record source categories:
Information is provided by FAS employees who apply for child day
care assistance. Furnishing of the information is voluntary.
System exempted From certain provisions of the act:
None.
Forest Service
USDA/FS-2
System name: Blaster's Certification Program, USDA/FS.
System location: Forest Service Regional Headquarters and/or
Forest Supervisor Headquaters where individual is or was employed.
The addresses for these office are listed in 36 CFR part 200, subpart
A.
Categories of individuals covered by the system: Forest Service
employees who have applied for a Forest Service Blaster's certificate
are included in this system of records.
Categories of records in the system: This system consists of
complete files on individual applications for the Forest Service
Blaster's certificate including examination results, application form
(FS 6100-24), and certificate issued or revoked.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60
and 29 CFR 1926.901
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Standard Forest Service Form 6100-24 and supporting
documents.
Retrievability: System is indexed by name and organizational
location.
Safeguards: Records are maintained in standard filing system and
are available only to authorized Forest Service personnel. Offices
are locked during non-working hours.
Retention and disposal: Records are maintained for the duration of
individual's employment and thereafter filed in the Federal Records
Center and disposed of in accordance with the Agency's approved
retension schedule.
System manager(s) and address: Regional Forester and/or Forest
Supervisor in charge of the unit where the individual is or was
employed.
Notification procedure: Any employee (past or present) may request
information as to whether or not the system contains records
pertaining to him from the appropriate Regional Forester or Forest
Supervisor. A request for information should be in writing and should
include the individual's full name and address; approximate date of
application and place of employment at that time.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Information in this system comes
primarily from written, oral, and applied examinations.
USDA/FS-3
System name: USDA/FS-3, Uniform Allowance System.
System location:
The records in this system are maintained at the USDA, Forest
Service Headquarters, PO Box 2417, Washington DC 20013; Regional
Offices; Forest Supervisor's Offices; National Finance Center, PO Box
600000, New Orleans, Louisiana 70160; and Contractor's Office. The
addresses of Forest Service Regional Offices and Forest Supervisor's
Offices may be found in 36 CFR 200.1, Subpart A, or in the telephone
directory of the applicable locality under the heading United States
Government, Department of Agriculture, Forest Service. The address of
the Contractor may be obtained by writing to Forest Service
Headquarters at the above listed address.
Categories of individuals covered by the system:
All Forest Service employees entitled to and receiving allowances
for uniforms required in their work.
Categories of records in the system: This system consists of
complete files on advances, accruals, and payments to individuals
within the Forest Service for uniform allowances. Information in
these files will include the employee's name, social security number,
employee location, allowance category(ies), year to date amount of
sales, backorders, management code, and current status (active or
terminated).
Authority for maintenance of the system:
5 U.S.C. 301, 5 U.S.C. 5901 through 5903; and 7 CFR 2.75.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Information from this system of records developed by the
Contractor and the National Finance Center is for Forest Service
internal processing purposes in connection with the uniform allowance
program.
(2) Disclosure to the Department of Justice for use in litigation
when USDA, or any component thereof; or any employee of USDA in his
or her official capacity; or any employee of USDA in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or the United States, where USDA determines
that litigation is likely to affect USDA or any of its components, is
a party to litigation or has an interest in such litigation, and the
use of such records by the Department of Justice is deemed by USDA to
be relevant and necessary to the litigation, provided, however, that
in each case, USDA determines that disclosure of the records to the
Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records
were collected;
(3) Disclosure in a proceeding before a court or adjudicative
body before which USDA is authorized to appear, when USDA or any
component thereof; or any employee of USDA in his or her official
capacity; or any employee of the USDA in his or her individual
capacity where USDA has agreed to represent the employee; or the
United States, where USDA determines that litigation is likely to
affect USDA or any of its components, is a party to litigation or has
an interest in such litigation and USDA determines that use of such
records is relevant and necessary to the litigation, provided,
however, that in each case, USDA determines that disclosure of the
records to the court is a use of the information contained in the
records that is compatible with the purpose for which the records
were collected;
(4) Referral to the appropriate agency, whether Federal, State,
local, or foreign, charged with the responsibility of investigating
or prosecuting a violation of law, or of enforcing or implementing
the statute, rule, regulation, or order issued pursuant thereto, of
any record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute, or
particular program statute, or by rule, regulation, or order issued
pursuant thereto;
(5) To answer Congressional inquiries made at the request of the
individual from whose record information is disclosed.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on magnetic tapes, disk, or other format,
as well as on input forms prepared by covered employees which may be
stored in file folders.
Retrievability:
Records are indexed by name and social security number of
individual employees.
Safeguards:
Records are kept on magnetic tape and disk files. They are kept
in a locked computer room and tape library which can only be accessed
by authorized personnel utilizing a special access code. File folders
are kept in locked file cabinets or in secure areas with access to
authorized personnel only.
Retention and disposal:
Records are retained or disposed of in accordance with the
retention periods contained in Forest Service Handbook 6209.11,
Records Management Handbook.
System manager(s) and address:
Director, Personnel and Civil Rights Staff, USDA-Forest Service,
PO Box 2417, Washington, DC 20013.
Notification procedure:
Individuals may request information regarding this system of
records, or information as to whether the system contains records
pertaining to them from the system manager listed in the preceding
paragraph. A request for information should contain name, address,
and particulars involved (e.g., the date of action giving rise to the
inquiry, complaint, etc.).
Record access procedures:
Individuals may obtain information as to the procedures for
gaining access to records in the system which pertain to them by
contacting the system manager as set forth in the preceding
paragraph. The envelope and letter should be marked ``Privacy Act
Request.''
Contesting record procedures:
Use the same procedures as for record access.
Record source categories:
Information in this system comes primarily from individuals who
request payments of uniform allowances. Information may also be
furnished by the employee's supervisor.
USDA/FS-4
System name: Certification of Engineering Personnel, USDA/FS.
System location: Forest Service Headquarters Offices of the Chief,
Regional Foresters, and Forest Supervisors as listed in 36 CFR 200.2,
subpart A, where individual is or was employed.
Categories of individuals covered by the system: At the Forest
Service employees who have taken examinations in one or more of the
certification categories.
Categories of records in the system: Consists of the name, social
security number, work location, written and oral examination results,
and certificates issued for each Forest Service employee defined in
the preceding paragraph.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Examination results and supporting documents.
Retrievability: Manual system is indexed by name, social security
number, and location.
Safeguards: Records are maintained in standard filing system. The
records are located in offices that are locked during non-office
hours. They are available only to authorized personnel.
Retention and disposal: Records are maintained for the duration of
individual's employment and thereafter filed in the Federal Records
Center in accordance with standard procedures.
System manager(s) and address: Director of Engineering, Forest
Service, U.S. Department of Agriculture, PO Box 2417, Washington, DC
20013, or the appropriate Regional Forester, or Forest Supervisor in
charge of the unit where the individual is or was employed.
Notification procedure: Employees (past or present) may request
information as to whether or not the system contains records
pertaining to them from the appropriate system manager listed in the
preceding paragraph. A request for information should be in writing
and should include the individual's full name, address, social
security number, approximate date of last certification or
examination, and place of employment at that time.
Record access procedures: Use same procedure as for requesting
Notification.
Contesting record procedures: Use same procedures as for requesting
Notification.
Record source categories: Information in this system comes
primarily from written, oral, and applied examinations.
USDA/FS-5
System name: Certified cost Collectors, USDA/FS.
System location: Office of the Regional Forester, Forest Service,
630 Sansome St., San Francisco, CA, 94111.
Categories of individuals covered by the system: Forest Service
employees who have completed the necessary training to qualify as
Cost Collectors.
Categories of records in the system: Name and date of individual's
certification.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management,
Forest Service, 630 Sansome St., San Francisco, CA, 94111.
Notification procedure: Any employee may request information
regarding the system of records or information as to whether the
system contains records pertaining to him from the System Manager. A
request for information should contain name and date of
certification.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Forest Service records of accounting
experience and training obtained from information in the employee's
personnel file.
USDA/FS-6
System name: Certified Scalers, USDA/FS.
System location: Headquarters of 9 Regional Offices and 121 Forest
Supervisor Offices. The addresses are listed in 36 CFR 200.2, subpart
A.
Categories of individuals covered by the system: Forest Service
employees who have completed the necessary training to qualify.
Categories of records in the system: Name, grade, date of
certification, and organization. Includes record of certification
action.
Authority for maintenance of the system: 16 U.S.C. 476
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management in
each of the 9 Regional Offices and 121 Forest Supervisor Offices.
Notification procedure: Any employee may request information
regarding the system of records or information as to whether the
system contains records pertaining to him from the System Manager. A
request for information should contain the name, grade, date of
certification, and organization.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Forest Service records of scaling
experience and training obtained from information in the employee's
personnel file and check scale records filed in the office.
USDA/FS-7
System name: Certified Silviculturists, USDA/FS.
System location: At headquarters of nine Regional Offices as
listed in 36 CFR 200.2, subpart A.
Categories of individuals covered by the system: Forest Service
employees who have completed the necessary training to qualify.
Categories of records in the system: Name, grade, date of
certification, and organization. Includes record of certification
action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management in
each of the nine Regional Offices referred to above.
Notification procedure: Any employee may request information
regarding the system of records or information as to whether the
system contains records pertaining to him from the System Manager. A
request for information should contain the name, grade, and date of
certification, and organization.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Forest Service records of silviculture
experience and training obtained from information in employee's
personnel file.
USDA/FS-8
System name: USDA/FS-8, Check-Before-Using Pilot List.
System location:
The records in this system are maintained at the USDA, Forest
Service Headquarters, PO Box 96090, Washington, DC 20090-6090; and
Regional Offices as listed in 36 CFR 200.2, subpart A.
Categories of individuals covered by the system:
Pilots who have performed unsatisfactorily while working under a
federal contract for services.
Categories of records in the system:
This system consists of the pilot's name, social security number,
FAA pilot's license number, and the Region or area which reported the
unsatisfactory performance.
Authority for maintenance of the system:
5 U.S.C. 301, and E.O. 9397.
Purpose(s):
The Department of Agriculture uses information in this system of
records to identify pilots who have performed unsatisfactorily while
working under a federal contract for services.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) The Department of Agriculture (USDA) may disclose information
in this system of records to the Department of Justice (DOJ) for use
in litigation, if USDA, or any component thereof, determines that the
use of such records by DOJ is relevant and necessary to the conduct
of the litigation and that disclosure of the information to DOJ is
compatible with the purpose(s) for which the records were collected
where any of the following are parties to the litigation or have
interests that would be affected by the litigation:
(a) USDA, or any component thereof;
(b) Any USDA employee acting in an official capacity;
(c) Any USDA employee acting in an individual capacity whom DOJ
has agreed to represent; or
(d) The United States, if USDA determines that the litigation is
likely to affect USDA or any of its components.
(2) USDA may disclose information in this system of records in a
proceeding before a court or other adjudicative body before which
USDA is authorized to appear, if USDA or any component thereof
determines that disclosure of the records to the court or other
adjudicative body is a use that is compatible with the purpose(s) for
which the records were collected, where USDA determines that the
information is relevant and necessary to the conduct of the
litigation and any of the following are parties to the proceeding or
have interests that would be affected by the proceeding:
(a) USDA, or any component thereof;
(b) Any USDA employee acting in an official capacity;
(c) Any USDA employee acting in an individual capacity whom USDA
has agreed to represent; or
(d) The United States, if USDA determines that the litigation is
likely to affect USDA or any of its components.
(3) When available information indicates a violation or potential
violation of civil, criminal, or administrative law arising by
statute or rule, regulation, or order, USDA may refer any record
within this system to the appropriate Federal, State, local, or
foreign agency charged with the responsibility of investigating or
prosecuting a violation of law or of enforcing or implementing a
statute, or rule, regulation, or order issued pursuant thereto.
(4) USDA may disclose information from the record of an
individual contained in this system in response to an inquiry from a
congressional office made at the request of that individual.
(5) If USDA deems it desirable or necessary in order to determine
whether particular records are required to be disclosed under the
Freedom of Information Act, the Department may disclose the records
to the Department of Justice for the purpose of obtaining its advice.
(6) USDA may disclose information from this system of records in
response to a request for discovery or for the appearance of a
witness, to the extent that what is disclosed is relevant to the
subject matter at issue in a pending judicial or administrative
proceeding.
(7) USDA may refer information from this system of records to the
appropriate officials of the Department of the Interior, Office of
Aircraft Services, for their use in monitoring pilot proficiency.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on magnetic tapes, disk, or other format,
as well as file folders.
Retrievability:
Records are indexed by name, FAA pilot's license number, or
social security number.
Safeguards:
All records containing personal information are maintained in
secured file cabinets and secured computer rooms or tape library
which can only be accessed by authorized personnel.
Retention and disposal:
Records are retained or disposed of in accordance with the
retention periods contained in Forest Service Handbook, FSH 6209.11,
Records Management Handbook.
System manager(s) and address:
Director, Fire and Aviation Management, USDA Forest Service, PO
Box 96090, Washington, DC 20090-6090, and the Regional Air Officers
at Regional Offices as listed in 36 CFR 200.2, subpart A.
Notification procedure:
Individuals may request information regarding this system of
records, or information as to whether the system contains records
pertaining to them from the system manager listed in the preceding
paragraph. A request for information should contain name, address,
FAA pilot's license number, previous employer while performing
services for the agency, and particulars involved (for example, the
date of action giving rise to the inquiry or complaint).
Record access procedures:
Individuals who wish to gain access to or amend records
pertaining to themselves should submit a written request to the
system manager as set forth in the preceding paragraph. The envelope
and letter should be marked ``PRIVACY ACT REQUEST.''
Contesting record procedures:
Same as records access procedures.
Record source categories:
Information in this system comes from Regional Aviation Officers,
Contracting Officers, and pilot inspectors.
USDA/FS-9
System name: Employee Assistance Program CONCERN, USDA/FS.
System location: The records in this system are maintained in the
Forest Service Headquarters in Washington, DC and in nine Regional
Offices, ten Experiment Station Offices, and the Forest Products
Laboratory. The addresses of these offices are listed in 36 CFR
200.2, subpart A.
Categories of individuals covered by the system: Any employee with
problems affecting their job performance.
Categories of records in the system: Documentation of referral;
notes supervisory or employee discussions; therapy progress records.
Authority for maintenance of the system: 5 U.S.C. 7901 and 42
U.S.C. 4551.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information in
the system is referred to the professional counselor working with the
employee. Information is used only as a background for counseling or
advising the employee and/or work supervisor. Disclosure may be made
to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: File folders.
Retrievability: Records are indexed by name of employee and/or
program number.
Safeguards: Folders are maintained in locked file cabinet or
drawers. Only Program Advisor has access to information.
Retention and disposal: Record is maintained through any treatment
and/or rehabilitation therapy, and destroyed upon completion of
treatment by tearing up or shredding devices, if available.
System manager(s) and address: CONCERN Program Administrator,
Forest Service, U.S. Department of Agriculture, 12th and
Independence, SW, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the CONCERN Program
Coordinator for the appropriate Region or Station, the Forest
Products Laboratory, or the Washington Office. If the specific
location of the record is not known, the individual should address
his request to the System Manager, who, if necessary, will refer it
to the appropriate field office. A request for information pertaining
to an individual should contain the employee's name, address and the
unit of which he/she works.
Record access procedures: To gain information on procedures of
gaining access, employee may call CONCERN telephone numbers shown in
published brochure or posters.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Information in the system comes from
confidential discussions with employee and/or supervisor, discussions
with the professional counselor on his report on employee progress.
USDA/FS-10
System name: Employee Development Record, USDA/FS.
System location: Records are maintained at all official duty
stations of Forest Service (FS) employees. Addresses of the
individual offices are listed in the telephone directories for the
city or town in which they are located under the heading United
States Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: All Forest
Service employees with a permanent appointment.
Categories of records in the system: A Biographical Section
referring to the education, experience, physical capacity and career
desires of the employee. Summary sheets or forms such as SF-171,
Employee Performance Appraisals, etc., and an ADP printout, if
available. A Special Qualification Section containing information on
specialized qualifications of the employee. Examples of such material
are driver-qualification records, blasting or other skill
certificates, letters of commendation, employee suggestions, special
requests from the employee, and records of special assignments on
committees, boards, etc. A Development Section containing the current
individual Employee Development Plan and other records of training
such as copies of AD-281's reports of training meetings attended,
copies of previous individual development plans and records of
details and other training assignments, and copies of accident and
injury reports.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Responding to
reference checks by potential employers of supervisors, and referral
to selection groups considering candidates for special training.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Folders are kept by the immediate supervisor usually in
his desk or immediate office.
Retrievability: By name.
Safeguards: Records are kept in a locked room or a locked file
cabinet.
Retention and disposal: Maintained as long as an employee is under
permanent appointment. Folder is sent through channels to the
appointing office when an employee is transferring to another
location in the Forest Service. When an employee is separated, the
material in the Employee Development Record is mutilated and
destroyed.
System manager(s) and address: Director, Personnel Management
Staff; Forest Service, U.S. Department of Agriculture, 12th and
Independence Avenue, SW, Washington, DC 20250.
Notification procedure: Any individual may request information
concerning himself from his present or former immediate supervisor at
the official duty station shown on his latest employment action.
Record access procedures: Immediate supervisor, or unit head or
Personnel Officer of a District, Forest, Region, Research Project,
Research Station, Area, or Washington Office.
Contesting record procedures: Same as for requesting Access.
Record source categories: Information in this folder comes from
the employee and his supervisor.
USDA/FS-11
System name: Employee Emergency Information, USDA/FS.
System location: Records are maintained at all official duty
stations of Forest Service (FS) employees. Addresses of the
individual offices are listed in the telephone directories for the
city or town in which they are located under the heading United
States Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: All Forest
Service employees.
Categories of records in the system: This is an optional system
which some offices may choose not to use. The record contains the
employee's home address and phone, and the name, address and phone of
the person designated by the employee to be contacted in case of
emergency. Some offices also include the name and phone of the
employee's physician and special health information such as blood
type, allergy or disease which may affect the kind of emergency
treatment given.
Authority for maintenance of the system: 5 U.S.C. 301, 7 CFR 2.60.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in work supervisor's office.
Retrievability: Records are indexed alphabetically by name of
employee.
Safeguards: Records are kept in a locked office.
Retention and disposal: Card record is updated at least semi-
annually or more often when there is a change in information. Record
is destroyed when employee transfers, retires, or is separated.
System manager(s) and address: Head of the Operating Office at the
employee's duty station.
Notification procedure: Individual employee initally prepares and
makes revision to the record. Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to her/him from the System Manager
at the address listed above.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Information in this system comes
exclusively from the employee.
USDA/FS-12
System name: Fire Qualification and Experience Records, USDA/
FS.
System location: Records are presently kept by the respective
Regional Office and Forest Supervisor's Office where the individual
is presently employed. The records are currently being entered into
an automatic data processing system at the Fort Collins Computer
Center, Fort Collins, CO, 80521.
Categories of individuals covered by the system: Forest Service
employees with sufficient fire experience to qualify for supervisory
positions or non-supervisory crews.
Categories of records in the system: The system contains a record
of the actual fire experience, fire related training received, age,
physical condition, training needed and an evaluation of fire
overhead positions in which he has been deemed qualified to perform.
An evaluation of his performance may also be included.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60;
16 U.S.C. 551.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disseminated to
Federal, State and local agencies involved in wildland fire
protection activities, including but not limited to the Forest
Service, Bureau of Land Management, Bureau of Indian Affairs,
National Park Service, State Forestry Organizations, and Rural Fire
Departments, so that the individuals and their assigned fire crews
can be called upon for emergency duty.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: The records are currently stored on file cards at each
respective Regional Office and Forest Supervisor's Office. An ADP
system is being devised and all records will be placed on magnetic
tape at Fort Collins Computer Center.
Retrievability: The system is currently indexed by the
individual's last name, but it will also be cross-referenced by
social security number when it is placed in the ADP system.
Safeguards: The records do not contain any information considered
to be of a confidential or personal nature, therefore, they are kept
in a general file and in an ADP storage system without access
restrictions.
Retention and disposal: The records are kept for the entire
employment period of the individual, which could be up to 35 years,
or until he is unable to perform fire related work due to health or
lack of current experience or training.
System manager(s) and address: The Regional Forester, Forest
Supervisor, or his designated representative, at appropriate office
where the individual is employed.
Notification procedure: An employee can obtain the information
from the Supervisor's Office or Regional Office under which he is or
had been employed. If the specific location of the record is not
known, the individual should direct his request to the Director of
Fire Management, in the Regional Office of the respective geographic
area where he was employed. A request for information pertaining to
an individual should contain name, social security number, place and
period of employment, and position held.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: The information in this system comes
primarily from the individual, from other in-service documents, or
from supervisory personnel.
USDA/FS-13
System name: Geometronics Skills Inventory, USDA/FS.
System location: This system of records is maintained by the
Director of Engineering, Forest Service, U.S. Department of
Agriculture, Washington, DC 20250, the Fort Collins Computer Center,
3525 East Mulberry St., Fort Collins, CO 80521, the Geometronics
Service Center and Regional offices. The addresses for the Regional
Headquarters offices are listed in 36 CFR 200.2, subpart A.
Categories of individuals covered by the system: Forest Service
employees who are professional or para-professional and are assigned
to Geometronics activities.
Categories of records in the system: This system contains the
series, grade, and skills of each Forest Service employee who is
identified by the preceding paragraph.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Skill data is stored on the FCC computer on magnetic tape
and Section X of the Geometronics annual reports.
Retrievability: The system is indexed by organizational unit,
name, grade, series, or key word for a particular skill.
Safeguards: Records are maintained in standard filing systems and
on mag-tape. They are available only to authorized personnel. The
buildings are locked when unoccupied.
Retention and disposal: Records are maintained for the duration of
the individual's employment and purged from the system.
System manager(s) and address: Director of Engineering, Forest
Service, U.S. Department of Agriculture, Washington, DC 20250, the
Director of Geometronics Service Center, and the appropriate Regional
Forester, at the addresses specified above.
Notification procedure: Any Forest Service employee (past or
present) may request information as to whether or not the system
contains records pertaining to him from the appropriate system
manager listed in the preceeding paragraph. Request for information
should be in writing. The request should include the individual's
name, address, and his organizational unit.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Information in this system comes
primarily from Section X of the Geometronics Annual Report and
Supervisory evaluation of the individual as recorded in the
employee's personnel folder.
USDA/FS-14
System name: Grazing Permittees, Individual, National Forest
System, USDA/FS.
System location:
The records in this system are maintained in the Regional
Forester's office for grazing permittees with special limits, in the
headquarters offices of the Forest Supervisors for all permittee
records, and offices of District Rangers for duplicate records of
those kept by Forest Supervisors. Records are also stored on magnetic
tape at the Fort Collins Computer Center. The addresses for Regional
Foresters and Forest Supervisors are listed in 36 CFR 200.2, and
addresses for District Rangers are in the telephone directory of the
applicable locality under the heading U.S. Government, Department of
Agriculture, Forest Service.
Categories of individuals covered by the system:
Parties who hold permits to graze livestock on Forest Service
administered lands are included in this system of records.
Categories of records in the system:
The system contains information on names and post office
addresses of permittees; number, kind, and brands of livestock owned;
acres, by kind, of land owned which is declared as base property;
number and kinds of livestock permitted; race and sex of permittee;
type of permits, periods of use, grazing allotments (areas) involved,
and whether or not an escrow waiver of term permit privileges exists.
Also included are acres of land owned or leased in addition to base
property, tons of dry feed produced or purchased, Bureau of Land
Management permits held by Forest Service permittees (number and kind
of livestock, periods of use), names of other parties who own an
interest in permitted livestock, identification of other grazing
permits on National Forest System lands in which the permittee holds
an interest. For private land permits, system identifies owned or
leased property offered as a basis for grazing permits, specifying
legal subdivision, section, township, range, and number of acres.
Authority for maintenance of the system:
5 U.S.C. 301; 36 CFR 222.3.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Disclosure may be made to commercial collection contractors for
the purpose of collecting delinquent debts as authorized by 31 U.S.C.
3718. Disclosure of the individual's name; address; taxpayer
identification number (SSN), and other information necessary to
establish the identity of the individual; the amount, status, and
history of the claim; and the agency or program under which the claim
arose may be made to a consumer reporting agency as authorized by 31
U.S.C. 3711f if a debt which arose under the terms of a permit
remains delinquent for more than 60 days. Such disclosures may
include taxpayer mailing addresses obtained from IRS as authorized by
26 U.S.C. 6103(m).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders and on magnetic tape.
Retrievability:
Records in file folders are indexed by name of permittee; records
on magnetic tape are retrievable by name, by identification number
assigned by Forest Supervisor, characteristics of permittee, or type
of grazing use.
Safeguards:
Records are kept in locked government offices, magnetic tape
files are available only to persons having authorized access codes.
Retention and disposal:
Records are maintained in current file while permit is active,
transferred to closed files for 3-year period following cancellation,
and then sent to Federal Records Center for permanent retention.
System manager(s) and address:
Director of Range Management, USDA-Forest Service, PO Box 2417,
Washington, DC 20013; and/or the appropriate Regional Forester or
Forest Supervisor.
Notification procedure:
Any party may request information as to what the system contains
pertaining to himself/herself from the appropriate System Manager. If
specific locations are known, requests should be made to the Forest
Supervisor involved.
Record access procedures:
Use the same procedure as for requesting Notification.
Contesting record procedures:
Use the same procedure as for requesting Notification.
Record source categories:
Information in the system comes from individual grazing
permittees, or grazing associations, and from Forest Service records
concerning grazing allotments and permitted livestock. Race and sex
of permittee is included by District Ranger based on observation.
USDA/FS-15
System name: Manpower Programs, USDA/FS.
System location: The records for this system are located in Forest
Service offices out of which enrollees worked. The addresses of these
offices are the same as listed for the Appeals and Administrative
Review system described above.
Categories of individuals covered by the system: Persons
performing work for the Forest Service but not employed by the
agency. Includes volunteers on the National Forests, persons
sponsored by other organizations under the Comprehensive Employment
and Training Act, and persons under employment and/or training
programs, such as College Work Study, who are assigned to the Forest
Service.
Categories of records in the system: File may contain any of a
variety of documents relating to the enrollee, such as correspondence
about the indvidual, application form, timekeeping records, emergency
notification data, driver qualification record, receipt for property
issued, compensation for injury forms, performance evaluation, and
other materials.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR Part
260
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Used by Forest
Service officials for all necessary purposes pertaining to the
individual's work for the Forest Service. This may include reporting
time worked and other information to the sponsoring organization,
providing employment confirmation and recommendations to other
organizations, and data to the Office of Worker's Compensation
Programs in the event of a compensation for injury claim. Disclosure
may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Documents are maintained in regular file folders.
Retrievability: Stored alphabetically by name of person.
Safeguards: Kept in locked cabinets or locked offices.
Retention and disposal: Files are destroyed 2 years after the
person has ceased to perform work for the Forest Service unless they
become part of another system (such as Official Personnel Folder or
Compensation for Injury Claim) which is governed by other
authorities.
System manager(s) and address: Director, Division of Manpower and
Youth Conservation Programs, U.S. Department of Agriculture, Forest
Service, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him, from the organizational
unit for which he performed work. A request for information
pertaining to an individual should contain the name, address, dates
when work was performed, program under which enrolled, and location
where work was performed.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Information in this system comes
primarily from the individual himself, the sponsoring organization,
work supervisors, and other Forest Service officials.
USDA/FS-16
System name: Mineral Lessees and Permittees, USDA/FS.
System location: At the Forest Service headquarters offices of the
Chief, Regional Foresters, and Forest Supervisors as listed in 36 CFR
200.2, subpart A.
Categories of individuals covered by the system: Parties who have
applied for or hold mineral leases or permits issued by the Bureau of
Land Management or the Forest Service covering National Forest System
lands.
Categories of records in the system: The system consists of inter-
and intra-agency, Secretarial, Presidential and Congressional
correspondence, leases, permits, sale contracts, environmental
reports, mineral evaluations, operating plans, reclamation plans, and
pleadings.
Authority for maintenance of the system: 16 U.S.C. 520, and 30
U.S.C. 181, 351 and 601.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting a violation
of law or enforcing or implementing the statute, rule, regulation or
order issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation of
law, whether civil, criminal, or regulatory in nature, and whether
arising by general statute, or by rule, regulation or order issued
thereto. Referral to a court, magistrate, or administrative tribunal,
or to opposing counsel in a proceeding before any of the above, of
any record within the system which constitutes evidence in that
proceeding or which is sought in the course of discovery. Disclosure
may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by the name of the individual
lessee, permittee, or purchaser.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained indefinitely.
System manager(s) and address: Director, Watershed and Minerals
Area Management, Forest Service, U.S. Department of Agriculture,
Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from the System Manager. A
request for information pertaining to an individual should contain
name, address, State in which the lease, permit, or sale exists, and
identification number, if any.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Information in this system comes from
the records developed during the processing of applications,
evaluations made course of lease or permit, and from data furnished
by the individual.
USDA/FS-19
System name: Person Interested in Forestry and Related
Programs, USDA/FS.
System location: All Forest Service field locations. Addresses of
Forest Service offices are listed in the telephone directories of the
respective cities under the heading United States Government,
Department of Agriculture Forest Service.
Categories of individuals covered by the system: Persons in
communications, industry, conservation, elected office, and
communities who are known (or expressed) to have an interest in
obtaining up to date information about Forest Service activities in
forestry or natural resource related matters.
Categories of records in the system: Record includes name,
address, and kind of Forest Service activities and programs, i.e.,
wood, forage, water, recreation, wildlife, land use planning,
wilderness, etc., in which the individual has demonstrated a special
interest.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Keep interested
persons informed concerning current forestry or natural resource
elated activities. Disclosure may be made to a congressional office
from the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: File cards, folders, computer.
Retrievability: Indexed by name of individual for whom address is
written.
Safeguards: File cabinets.
Retention and disposal: Retained as long as there is a current
address or evidence of continuing interest in forestry and natural
resource related matters.
System manager(s) and address: Chief, Forest Service, U.S.
Department of Agriculture, 12th and Independence, SW, Washington, DC
20250 or responsible line officer at each field unit.
Notification procedure: An individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from any Forest Service
office, with the one in proximity to requester's home address most
likely.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Respondents on public involvement
issues, meetings, hearings, conversations, correspondence, telephone,
and published directories.
USDA/FS-22
System name: Sawtooth National Recreation Area Certifications,
USDA/FS.
System location: Headquarters, Sawtooth National Recreation Area,
Ketchum, ID, 83340
Categories of individuals covered by the system: Any person who
has requested a certification from the Area Ranger concerning use of
private lands within the Sawtooth National Recreation Area.
Categories of records in the system: Includes an application for
Certification form and supplemental information provided by the
appellant. Information obtained by the Area Ranger and staff may also
be included. The data will describe the applicant's privately owned
land, his plans for the land, and other information relating to the
effect of the applicant's request on NRA resource values and
objectives.
Authority for maintenance of the system: 5 U.S.C. 301; 36 CFR
292.14-292.16
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Vertical file folders.
Retrievability: Files are maintained under 5400 designation,
identified by the applicant's name, date of application, and
sequential application number.
Safeguards: Normal security for routine file material. Locked
office or file room.
Retention and disposal: Permanent.
System manager(s) and address: Area Ranger, Sawtooth National
Recreation Area, Ketchum, ID, 83340.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether this
system contains records by writing to the Area Ranger, Sawtooth NRA.
Identifying information should include the individual's name, date of
certification application, and application number.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Information obtained from applicant,
experts or consultants acting on behalf of applicant, Area Ranger and
Staff through field investigation, county records, and experts and
consultants solicited by Forest Service.
USDA/FS-24
System name: Special Use Permits, Easements, and Licenses, USDA/
FS.
System location:
Records in this system are maintained at Forest Service
Headquarters in Washington, DC, the 9 Regional Offices, 123 Forest
Supervisor Offices, and 673 District Ranger Offices. The addresses
for the Headquarters office, Regional Foresters, and Forest
Supervisors are listed in 36 CFR part 200, subpart A; and addresses
for District Rangers are in the telephone directory of the applicable
locality under the heading, United States Government, Department of
Agriculture, Forest Service.
Categories of individuals covered by the system:
Any person holding a special use permit, easement or license
authorizing use or occupancy of National Forest System land or land
administered for National Forest purposes.
Categories of records in the system:
The records include information on the specific use or activity
which the individual is authorized to conduct as reflected in
inspections of the use or activity, qualifications and competence to
perform the use or activity, and financial resources such as
liability insurance and performance bonds. Other circumstances
reflecting the conduct of the activity or use, negotiations on tenure
and performance, etc., may be included.
Authority for maintenance of the system:
16 U.S.C. 472 and 551; 36 CFR 251.50 through 251.64.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
Disclosure may be made to commercial collection contractors for
the purpose of collecting delinquent debts as authorized by 31 U.S.C.
3718. Disclosure of the individual's name; address; taxpayer
identification number (SSN), and other information necessary to
establish the identity of the individual; the amount, status, and
history of the claim; and the agency or program under which the claim
arose may be made to a consumer reporting agency as authorized by 31
U.S.C. 3711f if a debt which arose under the terms of a permit,
easement, or license remains delinquent for more than 60 days. Such
disclosures may include taxpayer mailing addresses obtained from IRS
as authorized by 26 U.S.C. 6103(m).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Primarily vertical file folders. Some case files or parts of
files may be maintained on microfilm, aperture cards, etc.
Retrievability:
Files are maintained under various sub-parts of Title 2700 of the
Forest Service filing system, identified by the kind of case (special
use permit, easement, license, etc)., permittee's name, and date of
permit (etc.) issuance. Applications and pending permits are
maintained in the same manner except are designated Pending or
Application.
Safeguards:
Normal security for routine file material. Locked office or file
room.
Retention and disposal:
Upon termination of use or activity, case is closed. Transferral
to closed files at end of fiscal year. Majority of cases are retained
permanently although some issued under Ranger District or Forest
Supervisor authority are specified for disposal from 5 to 50 years
depending upon type of use.
System manager(s) and address:
Director of Lands, Forest Service, U.S. Department of
Agriculture, PO Box 2417, Washington, DC 20013, and the appropriate
Regional Forester, Forest Supervisor, or District Ranger whose
addresses are the same as under System Location.
Notification procedure:
Any individual may request information regarding the system of
records, or information as to whether it contains records about him/
her by writing to the office at which the individual's special use
permit, easement, or license was issued. Identifying information
should include the kind of case (special use permit, easement, or
license), permittee's name, date of issuance, and location of
permitted use or activity.
Record access procedures:
Use same procedures as for requesting Notification.
Contesting record procedures:
Use same procedures as for requesting Notification.
Record source categories:
Information obtained from the individual, consultants contracted
by the individual, Forest Service personnel in course of inspection
and administration of the activity or use, and Forest Service
consultants and technical experts.
USDA/FS-25
System name: Temporary Employee Performance and Training
Record, USDA/FS.
System location: Records in this system are maintained at Forest
Service Headquarters in Washington, DC, the 9 Regional Offices, 8
Forest and Range Experiment Stations, the Forest Products Laboratory,
the Institute of Tropical Forestry, 123 Forest Supervisor Offices,
and 673 District Ranger Offices. The address for the Headquarters is
Forest Service, U.S. Department of Agriculture, 12th and Independence
Avenue, SW, Washington, DC 20250; the addresses for Regional
Foresters, Forest and Range Experiment Stations, Forest Products
Laboratory, Institute of Tropical Forestry, and Forest Supervisors
are listed in 36 CFR 200.2, subpart A; and addresses for District
Rangers are in the telephone directory of the applicable locality
under the heading, United States Government, Department of
Agriculture, Forest Service.
Categories of individuals covered by the system: Forest Service
Employees with temporary appointment.
Categories of records in the system: Performance evaluations;
training planned and completed on a crew or group basis as well as
individually; may also include an employment history and a copy of
the latest hiring action. The system is similar to the Employee
Development Record but less formal.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Respond to
reference checks from potential employers or supervisors, and
referral of performance records to schools or colleges when the
individual was recruited through a special student employment
program. Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Folders in files of the unit where individual worked.
Retrievability: By name.
Safeguards: Kept in locked files in locked offices.
Retention and disposal: Upon termination of employment, record is
transferred to closed files where it is retained for 3 years and then
destroyed.
System manager(s) and address: Director, Personnel Management
Staff; USDA Forest Service; 1621 N. Kent St., Arlington, Virginia
22209. (Mailing address--USDA Forest Service, Washington, DC 20250.)
Notification procedure: Any individual may request information
concerning himself from this system from the unit where he worked.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Information in this system comes from
the temporary employee and his supervisors.
USDA/FS-26
System name:
Trespass and Claims, USDA/FS.
Security classification:
None.
System location:
These records are located at the Forest Service offices of the
Chief, the Regional Foresters, Forest and Rangeland Experiment
Station Directors, the Directors of the Forest Products Laboratory
and the International Institute of Tropical Forestry, the
Northeastern Area Director, Forest Supervisors, and District Rangers.
The addresses of these offices are listed in 36 CFR part 200, subpart
A, or in local telephone directories under the heading ``United
States Government, Department of Agriculture, Forest Service.''
Categories of individuals covered by the system:
Individuals who file claims against the Forest Service pursuant
to the Federal Tort Claims Act, the Military Personnel and Civilian
Employees' Claims Act of 1964, and the various Forest Service Claims
Acts; individuals against whom the Forest Service has claims; and
individuals who claim title to National Forest System lands pursuant
to the Adjustment of Land Titles Act, Quiet Claim Act, Color of Title
Act, Wisconsin Land Title Act, or the Real Property-Quiet Title Act.
Categories of records in the system:
The system consists of files on individual claims, information on
the circumstances of the loss for which the claimant is seeking
relief or the circumstances of the loss for which the Government is
seeking relief, opinions of the Office of the General Counsel, and
disposition of the case. The files also include claim forms, police
reports, investigation and accident reports, statements of witnesses,
agency reports, financial data, Social Security or employer
identification numbers, bank routing and account numbers, and
electronic fund transfer information of individuals subject to a
claim of the Forest Service.
Authority for maintenance of the system:
5 U.S.C. 301, 7 U.S.C. 1921, 2253; 16 U.S.C. 502, 556c and 574;
28 U.S.C. 2409a and 2671-2680; 31 U.S.C. 3701, 3711, 3721, 3723, 42
U.S.C. 1471, and 43 U.S.C. 872, 1068 and 1221.
Purpose(s):
The purpose of this system of records is to maintain (1) records
related to debts owed the agency to ensure the agency and the United
States will obtain payment and (2) administrative files of claims
submitted against the agency to provide for legal determinations made
in regard to these claims.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. Disclose information concerning constituents, who are
delinquent debtors, to a Member of Congress or to a Congressional
staff member in response to an inquiry generated by the written
request of the constituent about whom the record is maintained.
2. Disclose information to the Department of Justice (DOJ), or to
a court or other tribunal, when: (a) The agency or any component
thereof; or (b) any employee of the agency in his or her official
capacity; or (c) any employee of the agency in his or her individual
capacity where the agency has agreed to represent the employee; or
(d) the United States is party to litigation or has an interest in
such litigation and by careful review, the agency determines that the
records are both relevant and necessary to the litigation and in each
case, the agency determines that disclosure of the records is a use
of the information contained in the records that is compatible with
the purpose for which the agency collected the records. Disclosure
may also be made to the DOJ when the DOJ is requested to provide
legal advice to the agency or is contemplating representing the
agency in proposed litigation.
3. Disclose information concerning delinquent debtors to the
Department of Justice for the purpose of litigating to enforce
collection of a delinquent debt or to obtain the concurrence in a
decision to compromise, suspend, or terminate collection action on a
debt with a principal amount in excess of $100,000 or such higher
amount as the Attorney General may, from time to time, prescribe in
accordance with 31 U.S.C. 3711(a).
4. Disclose information concerning delinquent debtors to the U.S.
Department of the Treasury, Financial Management Service, and to any
other debt collection center designated by the Secretary of the
Treasury, or any debt collection contractor for the purpose of
collecting the debt by cross servicing in accordance with 31 U.S.C.
3711(m).
5. Disclose information concerning delinquent debtors to the U.S
Department of the Treasury, Financial Management Service, or to any
other debt collection center designated by the Secretary of the
Treasury, or any federal agency for the purpose of collecting the
debt through offset under 31 U.S.C. 3716 (administrative offset), 31
U.S.C. 3720A (Tax refund offset), 5 U.S.C. 5514 (salary offset), or
offset under any other statutory or common law authority.
6. Disclose information concerning delinquent debtors to other
Federal agencies for the purpose of implementing 31 U.S.C. 3720B,
which prohibits persons who are delinquent on Federal debts from
obtaining Federal financial assistance in the form of loans or loan
insurance or guaranties.
7. Disclose information concerning delinquent debtors to any
employer of the debtor for the purpose of conducting administrative
wage garnishment pursuant to 31 U.S.C. 3720D.
8. Disclose information concerning delinquent debtors to other
Federal agencies or the public for the purpose of selling the debt
pursuant to 31 U.S.C. 3711(i).
9. Disclose information or publicly disseminate information
concerning delinquent debtors and the debt to the public for the
purpose of publicly disseminating information regarding the identity
of the debtor pursuant to 31 U.S.C. 3720E.
10. Disclose information concerning delinquent debtors to State
and local governments in an effort to collect debts owed the Federal
Government.
11. Disclose information concerning delinquent debtors to the
Internal Revenue Service for the purposes of effecting an
administrative offset against the debtor's income tax refund to
recover a delinquent debt owed to the United States by the debtor, or
obtaining the mailing address of a taxpayer/debtor in order to locate
the taxpayer/debtor to collect or compromise a Federal claim against
the taxpayer/debtor in accordance with 31 U.S.C. 3711, 3717, 3728 and
3718 and 26 U.S.C. 6103(m)(2) and 6402.
12. Disclose information concerning delinquent debtors to the
Department of Defense or the U.S. Postal Service or other Federal
agency for the purpose of conducting an authorized computer matching
program in compliance with the Privacy Act of 1974, as amended, so as
to identify and locate individuals receiving Federal payments
(including, but not limited to, salaries, wages, and benefits) for
the purpose of requesting voluntary repayment or implementing Federal
employee salary offset or administrative offset procedures.
13. Disclose information concerning delinquent debtors to the
Department of Defense or the U.S. Postal Service or other Federal
agency for the purpose of participating in computer matching programs
to effect an administrative offset against Federal payments certified
to be paid to the debtor to recover a delinquent debt owed to the
U.S. Government by the debtor.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12): The agency may
disclose to ``consumer reporting agencies'' as defined in the Fair
Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims
Collection Act (31 U.S.C. 3701(A)(3)), information concerning overdue
claims from this system of records that is necessary to establish the
identity of the debtor, including name, address, and taxpayer
identification number; amount, status, and history of the debt or
claim; and the program under which the debt or claim arose.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders, while active. Closed
files are retained for the required retention period. Closed files
are electronically scanned, and the information is retained on
magnetic disk for the required retention period. Closed paper files
are appropriately destroyed. An electronic subset of delinquent debts
due the Government is maintained for transmission to the Department
of the Treasury for cross servicing in accordance with 31 U.S.C.
3711(m). Authorized personnel may access this data.
Retrievability:
Records are indexed and retrieved by the name of the individual
claimant or debtor. Data may be retrieved from the paper records,
magnetic disk, or electronic files.
Safeguards:
Records are kept in a locked office. A limited subset of data is
maintained in an on-line retrieval system. Access is restricted to
authorized Forest Service and Department of the Treasury personnel. A
system of operator and terminal passwords is used to restrict access
to the on-line system. Passwords are changed as necessary.
Retention and disposal:
Records are maintained subject to the Federal Records Disposal
Act of 1943 (44 U.S.C. 366-380) and retained until the court order is
lifted, litigation is concluded, or up to 10 years 3 months have
elapsed, whichever is greater.
System manager(s) and address:
Director, Financial Management, Forest Service, U.S. Department
of Agriculture, PO Box 96090, Washington DC 20090-6090, or the
appropriate Director of Financial Management at the addresses
specified under System Location.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him or her from the Director, Financial Management,
Forest Service, U.S. Department of Agriculture, Washington, DC, or
the appropriate Director of Financial Management at the address
identified under System Location. If the specific location of the
records is not known, the individual should address a request to the
Director of Financial Management in Washington, DC. The request
should be in writing and should contain name, address, and
particulars of the claim.
Record access procedures:
Use same procedures as those prescribed in Notification
Procedures.
Contesting record procedures:
Use same procedures as those prescribed in Notification
Procedures.
Record source categories:
Information in this system comes primarily from the claimant, the
claimant's or debtor's attorney or legal representative, witnesses,
agency employees, and local and federal investigation personnel.
Exemptions claimed for the system:
None.
USDA/FS-27
System name: Youth Conservation Corps (YCC) Enrollee Medical
Records, USDA/FS.
System location: Forest Service Office responsible for
administration of the YCC camp. Addresses of these offices are the
same as listed under 36 CFR 200.2 subpart A.
Categories of individuals covered by the system: Current and
former YCC enrollees.
Categories of records in the system: Medical History Forms,
Accident Injury and Medical Treatment Forms, and Parental Permission
portion of the application forms.
Authority for maintenance of the system: 16 U.S.C. 1703
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Disclosure to
a Federal, State or local agency maintaining civil, criminal or other
relevant enforcement information or other pertinent information, such
as current licenses, if necessary to obtain information relevant to
an agency decision concerning the hiring or retention of an employee,
the issuance of a security clearance, the letting of a contract, or
the issuance of a license, grant or other benefits. (2) Disclosure to
a Federal agency, in response to its request in connection with the
hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or other
benefit by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter. Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Maintained in file folders.
Retrievability: Indexed by name of enrollee.
Safeguards: Stored in metal filing cabinets in locked office.
Retention and disposal: Manual records are maintained for 3 years.
Everything is then destroyed, except accident forms and medical
treatment forms. These are retained permanently or until such time as
enrollee may submit a claim.
System manager(s) and address: Director, Staff of Manpower and
Youth Conservation Programs, U.S. Department of Agriculture, Forest
Service, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Forest Service
organizational unit where the YCC camp was located. The addresses for
these offices are in 36 CFR 200.2, subpart A. A request for
information pertaining to an individual should contain name, address,
dates when work was performed, program under which enrolled, and
location where work was performed.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Information in this system comes
primarily from the individual himself, medical doctor, and camp
official compiling accident or injury information.
USDA/FS-28
System name: Youth Conservation Corps (YCC) Enrollee Payroll
Records, USDA/FS.
System location: YCC Adminstrative Services Center, Bureau of
Reclamation, PO Box 11568, Salt Lake City, UT, 84147.
Categories of individuals covered by the system: Current and
former YCC Enrollees.
Categories of records in the system: UC-507, Pay Notification Form
information on magnetic tapes.
Authority for maintenance of the system: 16 U.S.C. 1703.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Payroll
purposes for current enrollees. (2) Disclosure to a Federal, State or
local agency maintaining civil, criminal or other relevant
enforcement information or other pertinent information, such as
current licenses, if necessary to obtain information relevant to any
agency decision concerning the hiring or retention of an employee,
the issuance of a security clearance, the letting of a contract, or
the issuance of a license, grant or other benefit. (3) Disclosure to
a Federal agency, in response to its request, in connection with the
hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or
benefit by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter. ``Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Current and past UC-507 Forms information on magnetic
tape and printouts.
Retrievability: Tapes heels are coded by number.
Safeguards: Tapes are stored in a tape file and vault while
printouts are stored in locked metal filing cabinets.
Retention and disposal: Current payroll information is purged from
magnetic tapes at the termination of the program after being
transferred to a single magnetic tape which is retained permanently.
Printouts are destroyed after 5 years.
System manager(s) and address: Director, Staff of Manpower and
Youth Conservation Programs, U.S. Department of Agriculture, Forest
Service, Washington, DC 20250; Director, Office of Manpower Training
and Youth Activities, Department of the Interior, Office of the
Secretary, Washington, DC 20240.
Notification procedure: Any individual may obtain information
about the system of records, or whether it contains records about him
by writing to the appropriate System Manager listed above. Inquiries
should state name, address, and camp in which enrolled.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: The records in this system originated
from the individual on whom the record is maintained and from camp
staff.
USDA/FS-29
System name: Youth Conservation Corps (YCC) Enrollee Records,
USDA/FS.
System location: Forest Service Office responsible for
administration of the YCC Camp. Addresses of these offices are the
same as listed under 36 CFR 200.2, subpart A.
Categories of individuals covered by the system: Current and
former YCC Enrollees.
Categories of records in the system: Current enrollees:
Application Forms, Medical History Forms; copies of UC-507 Forms;
Evaluation of enrollee's performance by camp staff; Accident and
Injury Forms. Past enrollees: List of names and addresses. Current
alternates: Application Forms.
Authority for maintenance of the system: 16 U.S.C. 1702
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Enrollee
participation record for school credit. (2) Disclosure to a Federal,
State or local agency maintaining Civil, Criminal or other relevant
enforcement information or other pertinent information, such as
current licenses, if necessary to obtain information relevant to an
agency decision concerning the hiring or retention of an employee,
the issuance of a security clearance, the letting of a contract, or
the issuance of a license, grant or other benefit. (3) Disclosure to
a Federal agency, in response to its request, in connection with the
hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or other
benefit by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter. Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Maintained in file folders.
Retrievability: Indexed by name of enrollee.
Safeguards: Stored in metal filing cabinets in locked office.
Retention and disposal: Records are maintained until the end of
the current program. At termination, a list of the names and
addresses of enrollees is retained, while the parental permission
portion of the Application Form, Medical History Form and any
Accident Forms are retained. All other information in the system of
records is destroyed. The list of enrollee names and addresses is
retained for 5 years and then destroyed. The application forms of
current alternates are destroyed at the termination of the current
program.
System manager(s) and address: Director, Staff of Manpower and
Youth Conservation Programs, U.S. Department of Agriculture, Forest
Service, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him, from the organizational
unit for which he performed work. A request for information
pertaining to an individual should contain: Name, address, dates when
work was performed, program under which enrolled, and location where
work was performed.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Information in this system comes
primarily from the individual himself, the sponsoring organization,
work supervisors, and other Forest Service officials.
USDA/FS-30
System name: Youth Conservation Corps (YCC) Recruitment System,
USDA/FS.
System location: Office of the YCC recruiter in each State.
Address of the State recruiters may be obtained each year by writing
to the System Managers as listed below.
Categories of individuals covered by the system: Youth between the
ages of 15 and 18 who file an application to attend a Forest Service,
Department of the Interior, or State grant YCC camp with one of the
named recruiters.
Categories of records in the system: The system consists of
application forms submitted by eligible youth.
Authority for maintenance of the system: 16 U.S.C. 1703
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Selection is made
from among applications of all eligible applicants. Persons selected
are either offered employment in a YCC camp or placed on a substitute
list to be used in case of declinations. Applications of those
selected are sent to camps operated by the Forest Service, Department
of the Interior, States, Counties, Cities, and other sub-grantees for
use in the YCC Enrollee File subsystem.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Medium of storage is the applications themselves.
Retrievability: Applications are filed alphabetically by name of
individual applicant.
Safeguards: Records are kept in office files available to
responsible officials only.
Retention and disposal: Records on non-selected applicants are
disposed of by September 31 of each year.
System manager(s) and address: Director, Division of Manpower and
Youth Conservation Programs, U.S. Department of Agriculture, Forest
Service, Washington, DC 20250; and Director, Office of Manpower
Training and Youth Activities, Department of the Interior, Office of
the Secretary, Washington, DC 20240.
Notification procedure: Any individual may request information
regarding the system of records, or information as to whether it
contains records about him by writing to the appropriate System
Managers listed above.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: The YCC application form prepared by the
applicant and any additions or corrections thereto, also prepared by
the applicant, and additional information as may be added to the file
by the State recruiter concerning the applicant's selection,
nonselection, or declination.
USDA/FS-31
System name: Youth Conservation Corps (YCC) Research Files,
USDA/FS.
System location: Institute for Social Research, University of
Michigan, Ann Arbor, MI 48106
Categories of individuals covered by the system: A random sample
of 600 1973 YCC enrollees.
Categories of records in the system: The file contains
questionnaire responses, environmental education scores, and verbal
skills test data.
Authority for maintenance of the system: 16 U.S.C. 1705
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: None
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: File is on a magnetic tape.
Retrievability: Data on each person is identified by a case
number. It can be retrieved by matching the case number with a
mailing list containing case numbers, name and address.
Safeguards: Kept in locked files and only the System Manager and
other research staff have access to the mailing list.
Retention and disposal: Files are being retained indefinitely for
possible future longitudinal studies of long range benefit.
System manager(s) and address: Donna A. Lingwood, Institute for
Social Research, The University of Michigan, Ann Arbor, MI, 48106.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from: Director, Division of
Manpower and Youth Conservation Programs, U.S. Department of
Agriculture, Forest Service, Washington, DC 20250; Director, Office
of Manpower Training and Youth Activities, Department of the
Interior, Office of the Secretary, Washington, DC 20240. A request
for information pertaining to an individual should contain name,
address, dates when work was performed, program under which enrolled,
and location where work was performed.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Information in this system comes
primarily from the individual himself, the sponsoring organization,
work supervisors, and other Forest Service officials.
USDA/FS-33
System name:
Law Enforcement and Investigative Records, USDA/FS.
Security classification:
None.
System location:
These records are located at Forest Service Headquarters in
Washington, DC, in the office of the Law Enforcement and
Investigations Director; each Regional Office, in the office of the
Special Agent in Charge; each Forest Supervisor Office, in the office
of the Special Agent; each Ranger District Office, in the office of
the Law Enforcement Officer; and in the Federal Law Enforcement
Training Center (FLETC) in Glynco, Georgia, 31524, in the office of
the Assistant Director, Training, Development and Standards. The
addresses of these offices are listed in 36 CFR Part 200, subpart A,
or in local telephone directories under the heading ``United States
Government, Department of Agriculture, Forest Service.''
Categories of individuals covered by the system:
Subjects: Individuals against whom allegations of
wrongdoing have been made or who have committed a violation.
Principals: Individuals not named as subjects, but who
may be responsible for alleged violations.
Complainants: Those who allege wrongdoing.
Others: Those closely connected with or contacted about
an investigation or law enforcement issues.
Law Enforcement and Investigations Personnel: Records
pertaining to firearms certifications, issuance of credentials,
physical fitness testing results, training records, and personal
information.
Categories of records in the system:
The system consists of files containing reports of investigation;
correspondence; informal notes; statements of witnesses; names;
addresses; social security numbers; dates of birth; law enforcement
reports; and other available information incident to investigations
conducted, enforcement actions, or violations; firearms inventory and
officer certifications; credential information; qualifications of
hours worked; and training records. Records in the system do not
include general employee personnel folder (OPF) data.
Authority for maintenance of the system:
Title 16, Untied States Code, section 559.
Purpose of the System:
The purpose of this system of records is to maintain (1) Records
related to law enforcement investigations of civil, criminal, or
regulatory violations of law; and (2) records related to Law
Enforcement and Investigations personnel: firearms inventory and
officer certifications; credential information; qualifications of
hours worked; and training records.
Routine Uses of Information in the System:
(1) Disclose information to an appropriate agency, whether
Federal, State, or local, charged with the responsibility of
investigating or prosecuting a violation of law, rule, regulation, or
order issued pursuant thereto, when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto.
(2) Disclose information to a court, magistrate, or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
(3) Disclose information to the Department of Justice for the
defense of suits against the United States or its officers, or for
the institution of suits for the recovery of claims by the United
States Department of Agriculture.
(4) Disclose information to the Chairman of a Congressional
Committee to conduct Committee business.
(5) Disclose information to a Member of Congress from the record
of an individual in response to an inquiry from the Member of
Congress made at the request of that individual. In such cases,
however, the Member's right to a record is no greater than that of
the individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in paper form in file folders or on
computer printouts, and in computerized form stored in memory or on
computer disk storage.
Retrievability:
Records are maintained under the agency's 5300 and 5320 file
codes, identified by case numbers and/or subject name.
Safeguards (Access Controls):
Computer files are password protected. Other records are
maintained in restricted areas during duty hours and in locked file
rooms, locked file cabinets, and locked law enforcement offices
during non-duty hours. Employee access is limited to approved persons
with USDA security clearances.
Retention and disposal:
Records are maintained in accordance with the Records Disposal
Act of 1943 (44 U.S.C. 366-380) and the Federal Records act of 1950,
and so designated in the Forest Service Records Management Handbook
(FSH) 6209.11. Enforcement and investigative records are retained for
a period of 10 years from the date the case file is closed. Records
are disposed of by shredding or burning.
System manager(s):
Law Enforcement and Investigations (LEI) Director, USDA Forest
Service, 1400 Independence Avenue, SW., (Mail Stop 1140), Washington,
DC 20090-1140; the LEI Special Agent in Charge or the Law Enforcement
Officer at USDA Forest Service Regional, Forest Supervisor, and
Ranger District Offices (listed in 36 CFR 200.2, subpart A or in
local telephone directories under the heading ``United States
Government, Department of Agriculture, Forest Service''); and
Assistant Director, Training, Developments and Standards, Federal Law
Enforcement training Center (FLETC), Townhouse 378A, Glynco, GA
31524.
Notification procedures:
An individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her by submitting a written request to the system
manager.
Record access procedures:
An individual may request access to a record in this system,
which pertains to him/her, by submitting a written request to the
system manager.
Contesting record procedures:
An individual may contest information in this system, which
pertains to him/her, by submitting a written request to the system
manager.
Record source categories:
Information in this system of records is obtained from various
sources, including, but not limited to: Subject interviews, witness
interviews, victim interviews, examination of records and data, law
enforcement databases, evidence gathered at crime scenes, and
personal information furnished by the individuals themselves.
System Exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(k)(2), this system of records has been
exempted from the requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1),
(3)(4)(G), (H), (I), and (f). See 7 CFR 1.123. This exemption will
only be used to maintain the efficacy and integrity of law
enforcement files, and to prevent access to certain law enforcement
files, which would alert subjects of investigations that their
activities are being scrutinized and thus allow them time to take
measures to prevent detection of illegal action or escape
prosecution. Any individual who feels, however, that they have been
denied any right, privilege, or benefit for which they would
otherwise be eligible as a result of the maintenance of such material
may request access to the material by submitting a written request to
the system manager.
USDA/FS-34
System name: Land Adjustments (Purchase, Donation, Exchange),
USDA/FS.
System location: Records in this system are maintained at Forest
Service Headquarters in Washington, DC, the nine Regional Offices,
the ten Experiment Station Offices, Forest Supervisor Offices, and
District Ranger Offices. The address for the Headquarters is Forest
Service, U.S. Department of Agriculture, 12th and Independence
Avenue, SW, Washington, DC 20250; the addresses for Regional
Foresters, Station Directors and Forest Supervisors are listed in 36
CFR 202.2, subpart A; and addresses for District Rangers are in the
telephone directory of the applicable locality under the heading,
United States Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: Individuals who
sell, donate, or exchange lands or interests in lands to or with the
United States through the Forest Service, USDA.
Categories of records in the system: The system consists of
complete files on individual land adjustment cases, including
appraisal reports and justification statements for the land
adjustment action being taken.
Authority for maintenance of the system: 40 U.S.C. 257, 16 U.S.C.
515-517, 16 U.S.C. 485-486; 16 U.S.C. 569, 16 U.S.C. 555, 40 U.S.C.
258a, 7 U.S.C. 1010, 1011(c), 7 U.S.C. 428a(a), 43 U.S.C. 315g-1, 16
U.S.C. 555a, 16 U.S.C. 1131-1136, 16 U.S.C. 4601-9, 16 U.S.C. 484a,
42 U.S.C. 4601(6) 4601(8), 4621, 4622, 4651, 4653, National Trails 16
U.S.C. 1241-1249, Wild and Scenic Rivers 16 U.S.C. 1271-1287,
National Recreation Areas 16 U.S.C. 460p et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referred to (1)
Department of Justice for (a) filing condemnation in court and (b)
for information in suits filed against the Government, (2) Bureau of
Land Management for review of cases involving exchange of public
domain lands, (3) Bureau of Outdoor Recreation for review in
authorizing use of land and water conservation funds, (4) Treasury
Department for tax purposes, (5) Federal Power Commission for
licensing of Federal Power Commission projects, (6) Environmental
Protection Agency for preparation of environmental statements, (7)
Corps of Engineers for information on joint land acquisition
projects, (8) General Accounting Office for review of specific cases,
(9) Congressional Committees and members of congress for (a) National
Forest Reservation Commission for approval of Weeks Law purchases or
exchanges, and (b) to appropriation committees for budget purposes,
(10) State and local governments for (a) compliance with OMB Circular
A-95 and (b), for compliance with the Rare and Endangered Species Act
and the Historic and Cultural Preservation Act.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
field offices and the Washington Office.
Retrievability: Records are indexed by name of individual involved
in land adjustment case.
Safeguards: Records are kept in a locked official government
office.
Retention and disposal: Records are retained at the applicable
office until the cases are closed, at which time one combined record
is retained by the applicable Regional Office for a period of twenty-
five years, except for deeds and title papers which are retained
permanently at the applicable Field Offices.
System manager(s) and address: Director, Lands, Forest Service,
USDA, Washington, DC 20250 and designees at Region, Station, Forest,
Ranger, Research Work Units and Project Headquarters Offices when
applicable.
Notification procedure: Any individual may request information
regarding this system of record or information as to whether the
system contains a record pertaining to him from the Director, Lands,
Forest Service, USDA, Washington, DC, telephone 703-235-8212. He will
advise the individual of the locations of any records and the local
designated individual responsible for those records at the
appropriate Field Offices. A request for information pertaining to an
individual should contain:
Name, address, and any available particulars involved in the
specific case, i.e., name of owner of properties, location of
property and dates of any correspondence, if available, etc.
Record access procedures: Use same procedures as for requesting
notifications.
Contesting record procedures: Use same procedures as for
requesting notification.
Record source categories: Information in this system comes
primarily from individual landowners, employees of the agency or
agencies to which cases are referred and contract real property
appraisers or consultants which they hire.
USDA/FS-35
System name: Congressional Correspondence Records, USDA/FS.
System location: Records in this system are maintained at Forest
Service Headquarters in Washington, DC, the 9 Regional Offices, the
10 Experiment Station Offices, Area Offices, Forest Supervisor
Offices, and District Ranger Offices. The address for the
Headquarters is: Forest Service, U.S. Department of Agriculture, 12th
and Independence Avenue, SW, Washington, DC 20250; the addresses for
Regional Foresters, Station Directors, Area Offices, and Forest
Supervisors are listed in 36 CFR 200.2, subpart A; and addresses for
District Rangers are in the telephone directory of the applicable
locality under the heading, U.S. Government, Department of
Agriculture, Forest Service.
Categories of individuals covered by the system: Current Members
of the House of Representatives and U.S. Senate.
Categories of records in the system: Files containing
congressional letters with attached congressional constituent
correspondence; copies of FS responses to written correspondence from
congressional members; Congressional Record and newpaper clipping of
statements made by Members of Congress on forestry, forestry
legislation or the Forest Service; statistical data on Forest Service
activities in the congressional district or State, that is, payments
to States and counties from national forest receipts, by
congressional district, county, State, and national forest acreage by
congressional district, county and State; copies of letters to the
record by Forest Service officials summarizing meetings with
Congressmen and/or visits to Forest Service offices and National
Forest System land by Members and Committees of Congress and their
staffs, and biographies of Members of Congress.
Authority for maintenance of the system: 5 U.S.C. 201; 16 U.S.C.
582a--582a-7; U.S.C. 1601-1610.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To Members of
Congress to enable them to (1) respond to constituents, (2) judge the
agency's response to the constituent, (3) obtain factual information
on National Forest acreage, Forest Service projects, receipts to
States and local governments by district or State, (4) to prepare
statements on forestry legislation and issues.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are stored in individual file folders.
Retrievability: Material is filed alphabetically by name.
Safeguards: All information in this file is a matter of public
record and subject to the Freedom of Information Act. Special
safeguards are not required.
Retention and disposal: Files are retained until a Member leaves
Congress. Within the files, copies of correspondence are retained for
12 months. Factual material on Forest Service activities in the
District or State are updated annually and previous material
destroyed. Statements made in the Congressional Record are retained
in the file until the entire file is destroyed.
System manager(s) and address: Director, Legislative Affairs,
Forest Service, U.S. Department of Agriculture, 12th and Independence
Avenue, SW., Washington, DC 20250; appropriate Regional Information
Officer; appropriate National Forest Administrative Officer.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him by contacting the
appropriate system manager.
Record access procedures: A request for information pertaining to
an individual should contain: Name, address, and any available
particulars involved in the specific case, that is, dates of
correspondence, subject matter, et cetera.
Contesting record procedures: Use same procedures as for
notification.
Record source categories: Records in this system come from U.S.
Congressmen and replies from within the agency; attachments to
congressional correspondence from constituents, newspapers, the
Congressional Record, and Forest Service records.
USDA/FS-36
System name: Certified Timber Sale Administrators, USDA/FS.
System location: Forest Service Regional Headquarters and/or
Forest Supervisor Headquarters. The addresses for these offices are
listed in 36 CFR 200.2, subpart A.
Categories of individuals covered by the system: Employees
certified as administrators of timber sale contracts.
Categories of records in the system: Name; grade, and date of
individual's certification. Includes record of certification action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management at
addresses listed above.
Notification procedure: Requests should be directed to the system
manager.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Forest Service records of administration
experience and training.
USDA/FS-37
System name: Certified Timber Appraisers, USDA/FS.
System location: Office of the Regional Foresters, Forest
Supervisors, and the Forest Manager, Savannah River Plant, Aiken, SC
29801; the addresses for these offices are listed in 36 CFR 200.2,
subpart A.
Categories of individuals covered by the system: Employees
certified to appraise timber for sale.
Categories of records in the system: Name, grade, and date of
individual's certification. Includes record of certification action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management at
addresses listed above.
Notification procedure: Send requests for information to the
system manager.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Forest Service records of appraisal
experience, training, and written, oral or applied examinations.
USDA/FS-38
System name: Certified Check Scaler, USDA/FS.
System location: Records in this system are maintained at the
Southern Regional Office, 15 Forest Supervisor Offices and 1 Forest
Manager Office. The address of the Southern Regional Office is:
Forest Service, USDA, 1720 Peachtree Road, NW, Atlanta, GA 30309. The
Forest Supervisor Offices are listed in 36 CFR 200.2, subpart A,
under Region 8, Southern Region. The address for the Forest Manager
is: Forest Manager, Savannah River Plant, PO Box A, Aiken, SC 29801.
Categories of individuals covered by the system: Employees
qualified and authorized to check work of timber workers.
Categories of records in the system: Name, grade, and date of
employees certification. Includes record of certification.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management at
addresses listed above.
Notification procedure: Send requests for information to the
appropriate system manager.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Forest Service records of administration
experience, training, oral, and applied examination.
USDA/FS-39
System name: Certified Timber Marker, USDA/FS.
System location: At headquarters of 15 Forest Supervisor Offices
in Region 8, Southern Region, as listed in 36 CFR 200.2, subpart A,
and one Forest Manager Office. The address for the Forest Manager is:
Forest Manager, Savannah River Plant, PO Box A, Aiken, SC 29801.
Categories of individuals covered by the system: Employees
qualified to mark and make volume estimates of trees for sale.
Categories of records in the system: Name, grade, and date of
individual's certification. Includes record of certification action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management at
addresses listed above.
Notification procedure: Send requests to the appropriate system
manager.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Forest Service Records of administration
experience and training.
USDA/FS-40
System name: Certified Power Saw Operator, USDA/FS.
System location: At headquarters of 15 Forest Supervisor Offices
in Region 8, Southern Region, as listed in 36 CFR 200.2, subpart A,
and one Forest Manager Office. The address for the Forest Manager is:
Forest Manager, Savannah River Plant, PO Box A, Aiken, SC 29801.
Categories of individuals covered by the system: Employees who
qualify as saw operators.
Categories of records in the system: Name, grade, and date of
individual's certification. Includes record of certification action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Timber Management at
addresses listed above.
Notification procedure: Send requests to the appropriate system
manager.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Forest Service records of administration
experience, training. Information may also come from written, oral,
and applied examination.
USDA/FS-41
System name: Certified Pesticide Applicators, USDA/FS.
System location: Records in this system are maintained at the
Southern Regional Office and 15 Forest Supervisor Offices and one
Forest Manager Office. The address of the southern Regional Office
is: Forest Service, USDA, 1720 Peachtree Road, NW, Atlanta, GA 30309.
The Forest Supervisor Offices are listed in 36 CFR 200.2, subpart A,
under Region 8, Southern Region. The address for the Forest Manager
is: Forest Manager, Savannah River Plant, PO Box A, Aiken, SC 29801.
Categories of individuals covered by the system: Forest Service
employees who have completed the necessary training to qualify as
pesticide applicators.
Categories of records in the system: Name, grade, and date of
certification and organization. Includes record of certification
action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Director of Range, Timber, and
Wildlife, Forest Service, USDA, 1720 Peachtree Road, NW, Atlanta, GA
30309, and the appropriate Forest Supervisor or Forest Manager at the
address specified above.
Notification procedure: Any employee may request information
regarding the system of records, or information as to whether the
system contains records pertaining to him from the system manager. A
request for information should contain the name, grade, date of
certification, and organization.
Record access procedures: Use same Procedures as for requesting
notification.
Contesting record procedures: Use same procedures as for
requesting notification.
Record source categories: Forest Service Records of Pesticide
Application experience and training obtained from information in
employee's personnel file information in this system may also come
from written, oral and applied examinations.
USDA/FS-42
System name: Certified Prescriptionists, USDA-FS.
System location: At appropriate Regional headquarters and
appropriate Forest Supervisor Offices and one Forest Manager Office.
The addresses are listed in 36 CFR 200.2, subpart A. The address for
the Forest Manager is: Forest Manager, Savannah River Plant, PO Box
A, Aiken, SC 29801.
Categories of individuals covered by the system: Forest Service
employees who have completed the necessary training to qualify as
Prescriptionists.
Categories of records in the system: Name, grade, and date of
certification and organization. Includes record of certification
action.
Authority for maintenance of the system: 16 U.S.C. 476.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by organization and name of
individual certified.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until superseded.
System manager(s) and address: Forest Supervisors and Forest
Manager at the address specified above.
Notification procedure: Any employee may request information
regarding the system of records or information as to whether the
system contains records pertaining to him from the system manager. A
request for information should contain name and date of
certification.
Record access procedures: Use same procedures as for requesting
notification.
Contesting record procedures: Use same procedures as for
requesting notification.
Record source categories: Forest Service records of prescription
experience and training obtained from information in the employee's
personnel file. Information in the system may also come from written,
oral, and applied examinations.
USDA/FS-44
System name: Pilot Qualification Record, USDA/FS.
System location: Records in this system are maintained at the
Forest Service headquarters of the nine Regional Offices. Addresses
are listed in 36 CFR 200.2, subpart A.
Categories of individuals covered by the system: Pilots employed
by contractors, aircraft equipment rental vendors, and self-employed
pilots providing aviation services to the USDA/FS.
Categories of records in the system: Form 5700-2, Pilot
Qualification Record, which includes pilot licenses, ratings, medical
examination, flying experience and training, accident records, any
records of unsatisfactory performance, and evaluation checkflights
and any other data bearing upon the suitability of a pilot.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.60.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referred to
Bureau of Land Management and Office of Aircraft Services who
contract for similar services.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Vertical file folders.
Retrievability: Indexed by the name of the individual.
Safeguards: Records are in the general files in a locked office.
Retention and disposal: Records are updated currently as needed
and then filed in the National Archives in accordance with standard
procedures. Names may be added or deleted from the list, as
appropriate.
System manager(s) and address: Regional Aviation Officers located
at the addresses listed above.
Notification procedure: Any individual may request information as
to whether he is on the list by writing the system manager. A request
for information pertaining to an individual should contain name, FAA
pilot license number, and information as to previous employers while
performing services for the agency.
Record access procedures: Use same procedures as for requesting
notification.
Contesting record procedures: Use same procedures as for
requesting notification.
Record source categories: Information in this system comes from
Regional Aviation Officers, Contracting Officers, and pilot
inspectors.
USDA/FS-45
System name: Accident Notification System, USDA/FS.
System location: The records in this system are maintained in the
Forest Service Headquarters Office in Washington, DC, Regional
Offices, Forest Supervisor's Offices, and District Ranger Offices.
Addresses of Forest Service offices are listed in the telephone
directories of the respective cities under the heading: U.S.
Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: Forest Service
personnel involved in accident investigations.
Categories of records in the system: The system includes names,
working titles, office and home telephone numbers.
Authority for maintenance of the system: 29 CFR part 1900, Section
19, Occupational Safety and Health Act.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual. Home telephone numbers are published in
Forest Service Manuals.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders or loose-leaf
binders.
Retrievability: Records are indexed by last name.
Safeguards: Records do not contain information that is considered
highly confidential, so they may be kept in a general file.
Retention and disposal: The information in this system will be
maintained currently; out-of-date information will be destroyed.
System manager(s) and address: Director of Personnel Management,
Forest Service, U.S. Department of Agriculture, Room 910 RP/E, PO Box
2417, Washington, DC 20013.
Notification procedure: Any individual may request information
regarding this system of records from the Washington Office Safety
and Health Group, Regional Office, Forest Supervisor's Office, or
District Ranger's Office.
Record access procedures: Use same procedures as for requesting
notification.
Contesting record procedures: Use same procedures as for
requesting notification.
Record source categories: The information in this system comes
primarily from the individual and from other In-Service documents.
USDA/FS-46
System name: Independent Appraisers, USDA/FS.
System location: Office of the Director of Lands, Forest Service,
USDA, Washington, DC and those of the Director's designees located in
each Regional Forester's office and offices of Forest Supervisors,
District Ranger's offices, and Project Headquarters of the Forest
Service, USDA. Addresses of the field offices are listed in the
telephone directory in the various communities where the headquarters
are located under the heading: U.S. Government, Department of
Agriculture, Forest Service.
Categories of individuals covered by the system: Appraisers who
desire to contract their services with the Forest Service, USDA.
Categories of records in the system: Individual qualifications for
appraisal assignments: Educational background, appraisal courses
taken, professional designations, qualifications as expert witness,
clients and list of types of property appraised, years of appraisal
experience, sample of work, and any other information the appraiser
might provide to reflect his qualifications.
Authority for maintenance of the system: 40 U.S.C. 257, 16 U.S.C.
515-517, 7 U.S.C. 428a (a), 42 U.S.C. 4601 (6), (8), 4621, 4622,
4651, 4653, and other applicable purchase and exchange laws.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
field offices and the Washington Office.
Retrievability: Records are indexed by name of individual.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained and updated as long
as there is a sufficient contracting need for the information. When
there is no further need for contracting appraisal services or the
period between contracting is such that there is no need is to
maintain information on available appraisers, the file is destroyed.
System manager(s) and address: Director of Lands, Forest Service,
USDA, Washington, DC, or his designee at the Regional Forester's
offices, offices of Forest Supervisors, Ranger Districts, or Project
Headquarters.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains a record pertaining to him from the Director of
Lands, Forest Service, USDA, Washington, DC. Telephone 703-235-8212.
The individual will be advised of the location of any records and the
local designated individual responsible for those records. A request
for information pertaining to an individual should contain: Name,
address, and any available particulars involved in the specific case.
Record access procedures: Use same procedure described under
notification procedures.
Contesting record procedures: Use same procedure described under
notification procedures.
Record source categories: Information in this system is provided
voluntarily by the independent appraisers, and may include
information extracted from previous contracts.
USDA/FS-47
System name: Forest Service Placement Availability System, USDA/
FS.
System location: The records in this system are maintained at the
Forest Service headquarters in Washington, DC, Regional Offices,
Forest Supervisors' Offices, the Fort Collins Computer Center (FCCC)
in Fort Collins, Colorado, and Research Experiment Stations located
throughout the country. The address for the headquarters is Forest
Service, U.S. Department of Agriculture, 12th and Independence Avenue
SW, Washington, DC 20013. The address of all other Forest Service
offices may be found in 36 CFR 200.2, subpart A, or in the telephone
directory of the applicable locality under the heading, United States
Government, Department of Agriculture, Forest Service.
Categories of individuals covered by the system: Non-temporary
Forest Service employees in all General Schedule series grades GS-1
through GS-15 and all General Merit series grades GM-13 through GM-
15, who are presently covered by the Forest Service Merit Promotion
Plan and located in organizational units that have a Placement
Availability System.
Categories of records in the system: The system includes
information on the above employees' availability for lateral
reassignment--geographic availability, duration of current
assignment, functional specialties for which available, reasons for
desired move, restrictions, employee's name, social security number,
current job category, past work experience codes, and supervisor's
comments. It also provides each employee with an opportunity to
indicate availability for short-term project assignments away from
the regular work site and availability to be nominated by management
for competitive promotional opportunities.
Authority for maintenance of the system: 5 CFR 335.102.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Disclosure may be
made to a Congressional office from the record of an individual in
response to an inquiry from the Congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records may be stored at FCCC in magnetic tape, disk or
other formats, as well as on input forms prepared by covered
employees which may be stored manually in file folders.
Retrievability: Records are indexed by employees' last name, social
security number, organizational unit, category of availability, and
category of organizational interest.
Safeguards: Records are kept in either locked filing cabinets or in
computer files which are accessible only by special code.
Retention and disposal: Records will be maintained on individuals
in the Forest Service or organizational units which elect to have a
Placement Availability System. Records may be maintained on employees
who have voluntary applications or file for lateral reassignment to
organizational units which elect a Placement Availability System.
Records will be destroyed on individuals who leave organizational
units which have a Placement Availability System.
System manager(s) and address: Director of Personnel Management,
Forest Service, U.S. Department of Agriculture, Room 910 RP-E, PO Box
2417, Washington, DC 20013, or the appropriate Regional Personnel
Officer or the appropriate Research Station Assistant Director for
Administrative Support Services.
Notification procedure: Any employee may request information
regarding the system of records, or information as to whether the
system contains records pertaining to him or her from the system
manager. A request for information should contain the individual's
name and social security number and organizational unit.
Record access procedures: Use same procedures as for requesting
notification.
Contesting record procedures: Individual records may be amended or
updated at any time, as the individual employee desires. Any part of
an employee's record may be contested by that individual. The
servicing personnel office will provide procedural advice.
Record source categories: The information in the records is
furnished by the individual employee, the employee's immediate
supervisor and/or unit supervisor.
USDA/FS-51
System name:
USDA/FS-51 Electronic Corpsmember Information System (ELCID).
System location:
The records in this system are maintained at the 18 United States
Department of Agriculture (USDA), Forest Service (FS), Job Corps
Centers:
Anaconda Job Corps Center, 1407 Foster Creek Road, Anaconda,
Montana 59711
Angell Job Corps Center, 335 NE Blodgett Road, Yachats, Oregon
97498
Blackwell Job Corps Center, Route 1 Box 233A, Laona, Wisconsin
54541
Boxelder Job Corps Center, PO Box 110, Nemo, South Dakota 57759
Cass Job Corps Center, HC 63 Box 219, Ozark, Arkansas 72949
Curlew Job Corps Center, 3090-100 Bamber Creek Road, Waconda,
Washington 98859
Flatwoods Job Corps Center, Route 1 Box 211, Coeburn, Virginia
24220
Frenchburg Job Corps Center, HCR 68 Box 935, Mariba, Kentucky
40345
Golconda Job Corps Center, Route 1 Box 104A, Golconda, Illinois
62938
Jacobs Creek Job Corps Center, 984 Denton Valley Road, Bristol,
Tennessee 37620-1430
Lyndon B. Johnson Job Corps Center, 466 Job Corps Road,
Franklin, North Carolina 28734
Ouachita Job Corps Center, Route 1, Royal, Arkansas 71968
Pine Knot Job Corps Center, Pine Knot, Kentucky 42635
Pine Ridge Job Corps Center, HC 75 Box 39-F, Chadron, Nebraska
69337
Schenck Job Corps Center, 98 Schenck Drive, Pisgah Forest,
North Carolina 28768
Timber Lake Job Corps Center, 59868 East Hwy 224, Estacada,
Oregon 97023
Trapper Creek Job Corps Center, 5139 West Fork Road, Darby,
Montana 59829
Wolf Creek Job Corps Center, 2010 Opportunity Lane, Glide,
Oregon 97443
Categories of individuals covered by the system:
The system covers students who are enrolled in FS Job Corps
Centers.
Categories of records in the system:
The system consists of the name, social security number, address,
phone number, date of birth, date of entry, race, legal guardian,
recruiter, test scores from the Test of Adult Basic Education,
educational progress, vocational progress, Job Corps Center progress,
behavioral reports, leave record, dormitory assignment, and pay
status.
Authority for maintenance of the system:
5 U.S.C. 301 and Title IV-B of and the Job Training Partnership
Act, as amended, 29 U.S.C. 1691, et seq.
Purpose(s):
The FS Job Corps Centers will use the information in this system
of records to design more effective and efficient training for
students enrolled in FS Job Corps Centers.
Routine uses of records maintained in the system, including
categories of users and purpose of such use:
(1) USDA may disclose information in this system of records to
the United States Department of Justice (DOJ) for use in litigation,
if USDA, or any component thereof, determines that the use of such
records by DOJ is relevant and necessary to the conduct of the
litigation and that disclosure of the information to DOJ is
compatible with the purpose(s) for which the records were collected
where any of the following are parties to the litigation or have an
interest that would be affected by the litigation:
(a) USDA, or any component thereof;
(b) Any USDA employee acting in an official capacity;
(c) Any USDA employee acting in an individual capacity whom DOJ
has agreed to represent; or
(d) The United States, if USDA determines that the litigation is
likely to affect USDA or any of its components.
(2) USDA may disclose information in this system of records in a
proceeding before a court or other adjudicative body before which
USDA is authorized to appear, if USDA or any component thereof
determines that disclosure of the records to the court or other
adjudicative body is a use that is compatible with the purpose(s) for
which the records were collected, where USDA determines that the
information is relevant and necessary to the conduct of the
litigation and any of the following are parties to the litigation or
have an interest that would be affected by the litigation:
(a) USDA, or any component thereof;
(b) Any USDA employee acting in an official capacity;
(c) Any USDA employee acting in an individual capacity whom DOJ
has agreed to represent; or
(d) The United States, if USDA determines that the litigation is
likely to affect USDA or any of its components.
(3) When available information indicates a violation or potential
violation of civil, criminal, or administrative law arising by
statute or rule, regulation, or order, USDA may refer any record
within this system to the appropriate Federal, State, local or
foreign agency charged with the responsibility of investigating or
prosecuting a violation of law or of enforcing a statute, or rule,
regulation or order issued thereto.
(4) USDA may disclose information from the record of an
individual contained in this system in response to an inquiry from a
congressional office made at the request of that individual.
(5) USDA may disclose information (name, address, social security
number, date of birth, date of entry, education progress, vocational
progress, test scores, and pay status) from this system of records to
the appropriate officials of the United States Department of Labor
(DOL) who maintain the Student Pay Allowance and Management
Information Data Base (SPAMIS) in San Marcos, Texas, for the purpose
of paying students their living allowances and incentive bonuses.
Policies and practice for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records will be maintained on computer magnetic tapes, disk, or
other electronic format, as well as in file folders.
Retrievability:
Records will be indexed and retrieved by names and social
security numbers.
Safeguards:
All records containing personal information will be maintained in
secured file cabinets and secured computer rooms or tape libraries
which can only be accessed by authorized personnel. Electronic access
to records is controlled through a system of computer access
identification and authorization utilizing passwords. Access to the
data is controlled by the data base management system.
Retention and disposal:
Records will be retained or disposed of in accordance with the
retention periods contained in the DOL Policy and Requirements
Handbook Chapter 8, Section 5.3. whose standards the Forest Service
has agreed to adopt. The records are maintained at the FS Job Corps
Center for 3 years after the students complete their stay at the
Center.
System manager(s) and address:
The FS Washington Office Job Corps Branch Chief will be the
system manager. The address is: Job Corps Branch Chief, Human
Resource Programs, USDA Forest Service, PO Box 96090, Washington, DC
20090.
Notification procedure:
Individuals will be able to request information regarding them
contained in this system of records, or information as to whether the
system contains records pertaining to them from the Center Director
of the appropriate Center. Center addresses are listed in the
previous section called System Location. A request for information
should contain the name, address, social security number, and
approximate dates the student was enrolled at the Center, and any
details that aid in defining the desired information.
Record access procedures:
Individuals will be able to obtain information on the procedures
for gaining access to records in the system which pertain to them by
contacting the Center Director at the appropriate Center. The
envelope and letter should be marked ``PRIVACY ACT REQUEST.''
Contesting records procedures:
The same procedures will be used as for record access.
Record source categories:
Information in this system will come primarily from interviews
with the students who enrolled in a FS Job Corps Center. Information
will also be obtained from test results and from measurements made
against vocational accomplishment criteria and from other progress
measuring devices that a Center uses.
USDA/FS-52
System name:
Resource Ordering and Status System (ROSS), USDA/FS.
Security classification:
None.
System location:
The Resource Ordering and Status System (ROSS) database is
located at the National Information Technology Center in Kansas City,
MO. Hard copies of the information may be retained at the National
Interagency Coordination Center, and approximately 450 Geographic
Area Coordination Centers, and Dispatch Offices nation-wide from
which an individual is dispatched. The addresses for these offices
can be requested from Jon Skeels, Senior Project Manager, Forest
Service Fire and Aviation Management Staff, Information Systems
Project Office, 740 Simms Street, Golden, Colorado 80401, at (303)
236-0630, or via e-mail to [email protected], or via facsimilie to
(303) 236-5221.
Categories of individuals covered by the system:
Individuals from agencies that are members of the National
Wildfire Coordination Group and its cooperators who participate in
wildland fire protection and other incident activities. This includes
Federal, State and municipal employees, and private individuals.
Categories of records in the system:
The system of records includes the following required
information about individuals: the individual's first and last name,
social security number or unique identification number, employment
status, home unit, provider, owner, and home dispatch office. The
system of records includes the following optional information about
individuals: the individual's middle name, 24-hour phone, cell phone,
fax, home phone, office phone, TDD number, pager, e-mail address,
weight, gender, position(s) qualified to perform, position(s)
qualified to perform as a trainee, home location, preferred jetport,
fitness rating, and fitness rating expiration date. The individual's
social security number is not displayed to any user of the system and
is retrievable only by the database administrator in Kansas City.
Authority for maintenance of the system:
16 U.S.C. 551; 36 CFR 200.1.
Purpose(s):
The database automates the existing manual dispatch process for
incident management and wildland protection operations. The ROSS
database encompasses all business functions related to resource
ordering and has the capability to identify, obligate, and report the
status of all individual tactical, logistical, service, and support
resources mobilized by agencies that are members of the NWCG and its
cooperators.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. Disclose information to other Federal, State, and local
agencies that are members of the NWCG and its cooperators who are
assisting the agency in the performance of a service related to this
system of records and who need to have access to the records in order
to perform the activity. Recipients shall be required to comply with
the requirements of the Privacy Act of 1974, as amended pursuant to 5
U.S.C. 552a(m).
2. Disclose information to an appropriate agency, whether
Federal, State, or local charged with the responsibility of
investigating or prosecuting a violation of law, rule, or regulation,
or order issued pursuant thereto, when information available
indicates a violation or potential violation of law, whether civil,
criminal, or regulatory in nature and whether arising by general
statute or particular program statute, or by rule, regulation, or
order issued pursuant thereto, if the information disclosed is
relevant to any enforcement, regulatory, investigative, or
prosecutive responsibility of the receiving entity.
3. Disclose information to the Department of Justice for the
defense of suits against the United States or its officers, or for
the institution of suits for the recovery of claims by the United
States Department of Agriculture.
4. Disclose information to a Member of Congress from the record
of an individual in response to an inquiry from the Member of
Congress made at the request of that individual. In such cases,
however, the Member's right to a record is no greater than that of
the individual.
5. Disclose information to the National Archives and Records
Administration and to the General Services Administration for records
management inspections conducted under 44 U.S.C. 2904 and 2906.
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Individual data that is used for assignments can be archived
from the production system into the system data warehouse. Access to
the data is through data exports and reporting mechanisms. Access to
personal information shall be blocked except for those specifically
authorized to have access.
Storage:
Authorized personnel may access this data. Information is stored
in a relational database hosted on computer equipment located at the
National Information Technology Center in Kansas City, Missouri.
Retrievability:
Authorized personnel at dispatch offices may retrieve
information in a variety of combinations to fill resource orders or
track status; however, only the database administrator in Kansas City
can retrieve social security numbers.
Safeguards:
Access to the records is available only by username and password
and only for those individuals with appropriate system roles.
Physical access safeguards are that all records containing personal
information will be maintained in secured file cabinets and secured
computer rooms and/or tape libraries that can be accessed only by
authorized personnel. Electronic access to records is controlled
through a system of computer access identification and authorizations
utilizing passwords. Access to the data is controlled by data base
management system software. Any personal data transmitted over a
network is encrypted.
Retention and disposal:
Records are maintained subject to the Federal Records Disposal
Act of 1943 (44 U.S.C. 366-380) and the Federal Records Act of 1950,
and so designated in the Forest Service Records Management Handbook
(FSH) 6209.11. The records are stored in an electronic data warehouse
and electronic media for 7 years from the date of last action.
Disposal of data will be through secure methods that sanitize the
information from all media; hard copies will be shredded or burned.
System manager(s) and address:
Fire and Aviation Management (FAM) Director, (Mail Stop 1107),
Forest Service, USDA, 1400 Independence Avenue, SW., Washington, DC
20250-0003.
Notification Procedures:
Any individual may request information regarding this system by
writing to the Director of Fire and Aviation Management, Forest
Service, USDA, Washington, DC. Individuals whose data is contained in
the ROSS database may view their own personal record by contacting
their local dispatch office.
Record access procedures:
Use the same procedures as for requesting Notification.
Contesting record procedures:
Use the same procedures as for requesting Notification.
Record source categories:
Information in this system comes primarily from the individual
or from other in-service documents or systems.
Exemptions claimed for the system:
None.
National Agricultural Statistics Service
USDA/NASS-1
System name: Administrative Records Systems, USDA/NASS.
System location:
Input records are located in Headquarters (Washington, DC) and
State Statistical Offices at the following locations:
Montgomery, AL 36104
Palmer, AK 99645
Phoenix, AZ 85012
Little Rock, AR 72201
Sacramento, CA 95814
Lakewood, CO 80215
Dover, DE 19901
Orlando, FL 32803
Athens, GA 30613
Honolulu, HI 96814
Boise, ID 83712
Springfield, IL 62702
West Lafayette, IN 47907
Des Moines, IA 50309
Topeka, KS 66683
Louisville, KY 40202
Baton Rouge, LA 70806
Annapolis, MD 21401
Lansing, MI 48904
St. Paul, MN 55107
Jackson, MS 39204
Columbia, MO 65202
Helena, MT 59626
Lincoln, NE 68508
Reno, NV 89557
Concord, NH 03301
Trenton, NJ 08625
Las Cruces, NM 88001
Albany, NY 12235
Raleigh, NC 27611
Fargo, ND 58102
Columbus, OH 43215
Oklahoma City, OK 73105
Portland, OR 97204
Harrisburg, PA 17110
Columbia, SC 29201
Sioux Falls, SD 57117
Nashville, TN 37204
Austin, TX 78701
Salt Lake City, UT 84116
Richmond, VA 23219
Olympia, WA 98501
Charleston, WV 25312
Madison, WI 53713
Cheyenne, WY 82001
Addresses of each State Statistical Office are listed in the
telephone directories of the respective cities, under the heading
``United States Government, Department of Agriculture, National
Agricultural Statistics Service (NASS),'' or ``(State) Agricultural
Statistics Service.'' Magnetic tapes are located in the Martin
Marietta Data System (MMDS) file, Orlando, Florida.
Categories of individuals covered by the system:
All Federal and State employees of NASS and employees of the
National Association of State Departments of Agriculture (NASDA) who
work on NASS surveys.
Categories of records in the system:
Employee's name, home address, telephone number, Social Security
Number, salary rate, accumulated salary for the year, accumulated
hours worked, and accumulated travel expenses which include per diem,
travel, and total miles traveled.
Authority for maintenance of the system:
5 U.S.C. 301 and 7 U.S.C. 2204.
Purpose(s):
To maintain a record of earnings for each NASS and NASDA employee
who works on NASS surveys.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Information in the system for NASDA employees is made
available to the contractor chosen to process and disburse salary and
travel checks.
(2) Disclosure may be made to the Department of Justice (DOJ), to
a court, or other tribunal, or another party before such tribunal,
when NASS, any component thereof, or any employee of NASS in his or
her official capacity, any NASS employee in his or her individual
capacity where DOJ (or NASS where it is authorized to do so) has
agreed to represent the employee, or the United States where NASS
determines that the litigation is likely to directly affect the
operations of NASS or any of its components, is a party to litigation
or has an interest in such litigation, and NASS determines that the
use of such records by DOJ, the court or other tribunal, or the other
party before such tribunal is relevant and necessary to the
litigation, provided, however, that in each case, NASS determines
that such disclosure is compatible with the purposes for which the
records were collected.
(3) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
(4) Disclosure may be made to a private firm for the purpose of
collating, analyzing, aggregating, or otherwise maintaining or
servicing the records in the system. Such contractor will be required
to maintain Privacy Act safeguards with respect to the records.
(5) Disclosure may be made to State Statistical Office employees
performing functions for NASS pursuant to agreements between NASS and
their respective State governments.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Source documents (ADM-008, ADM-009, and NAS-011) are retained in
the State Statistical Offices specified above. Machine readable data
are located in MMDS file, Orlando, Florida. Each office is able to
access only its own files.
Retrievability:
The master employee file is indexed by employee number assigned
by each Headquarters and State Statistical Office.
Safeguards:
Source documents are kept in file cabinets in the offices listed
above. These offices are always locked when unoccupied. Magnetic
tapes are stored in an area to which access is limited to authorized
personnel of MMDS network. The NASS contract with MMDS contains
provisions for (1) Network Data Integrity and Security, (2) Physical
Security, and (3) Data Security.
Retention and disposal:
Two files in this system are handled in the following manner:
(1) Biweekly data file--After initial usage, storage on tape and
retained for 1 year.
(2) Master employee data file--Inactive employee records are
deleted at the end of each fiscal year.
System manager(s) and address:
Administrator, NASS, USDA, Washington, DC 20250-2000, or the
State Statistician for each State Statistical Office at the address
specified above.
Notification procedure:
Any individual working in a NASS office or as a NASDA employee on
a NASS survey since 1975 may request information as to whether this
system contains records pertaining to him or her by contacting the
system manager at the address specified above. The written request
for information should contain: Name, address, name of system of
records, and most recent dates of employment with NASS or NASDA.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in this system which pertains to him or her by
submitting a request to the system manager specified above.
Record source categories:
Information in this system comes from time and mileage forms
(ADM-008, ADM-009, and NAS-011), attendance forms, and employment
forms (SF-171 and NAS-001).
Exemptions claimed for the system:
None.
USDA/NASS-2
System name: Agricultural Survey Program, USDA/NASS.
System location:
Completed survey questionnaire forms are located in State
Statistical Offices at the following locations:
Montgomery, AL 36104
Phoenix, AZ 85012
Little Rock, AR 72201
Sacramento, CA 95814
Lakewood, CO 80215
Orlando, FL 32803
Athens, GA 30613
Honolulu, HI 96814
Boise, ID 83712
Springfield, IL 62702
West Lafayette, IN 47907
Des Moines, IA 50309
Topeka, KS 66683
Louisville, KY 40202
Baton Rouge, LA 70806
Annapolis, MD 21401
Lansing, MI 48904
St. Paul, MN 55107
Jackson, MS 39204
Columbia, MO 65202
Helena, MT 59626
Lincoln, NE 68508
Reno, NV 89557
Concord, NH 03301
Trenton, NJ 08625
Las Cruces, NM 88001
Albany, NY 12235
Raleigh, NC 27611
Fargo, ND 58102
Columbus, OH 43215
Oklahoma City, OK 73105
Portland, OR 97204
Harrisburg, PA 17110
Columbia, SC 29201
Sioux Falls, SD 57117
Nashville, TN 37204
Austin, TX 78701
Salt Lake City, UT 84116
Richmond, VA 23219
Olympia, WA 98501
Charleston, WV 25312
Madison, WI 53713
Cheyenne, WY 82001
Addresses of each State Statistical Office are listed in the
telephone directories of the respective cities under the heading
``United States Government, Department of Agriculture, National
Agricultural Statistics Service (NASS),'' or ``(State) Agricultural
Statistics Service.'' Magnetic tapes are located in the Martin
Marietta Data System (MMDS) file, Orlando, Florida.
Categories of individuals covered by the system:
Farmers and ranchers operating in selected small land areas and a
sample of farmers and ranchers selected from the Agency's List
Sampling Frame.
Categories of records in the system:
Farm operator's Social Security Number/Employer Identification
Number.
Authority for maintenance of the system:
7 U.S.C. 2204.
Purpose(s):
The Farm Operator's Social Security Number/Employer
Identification Number is requested to assist in identifying
duplication of names on the Agency's List Frame.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Data are provided to the Department of Commerce, Bureau of
the Census, for mail list evaluation for periodic Census of
Agriculture.
(2) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
(3) Disclosure may be made to a private firm for the purpose of
collating, analyzing, aggregating, or otherwise maintaining or
servicing the records in this system. Such contractor will be
required to maintain Privacy Act safeguards with respect to the
records.
(4) Disclosure may be made to State Statistical Office employees
performing functions for NASS pursuant to agreements between NASS and
their respective State governments.
(5) Disclosure may be made to cooperators and grantees performing
statistical research for NASS pursuant to cooperative agreements,
cost-reimbursement agreements, or grants between NASS and the
respective cooperators and grantees.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Questionnaires are retained in the State Statistical Offices
specified above. Machine readable data are located in the MMDS file,
Orlando, Florida. Each office is able to access only its own files.
Retrievability:
Questionnaires and magnetic tapes are indexed by the location of
the selected small land areas or by a List Sampling Frame record ID
assigned by each office.
Safeguards:
Questionnaires are kept in locked file cabinets in the offices
listed above. These offices are always locked when unoccupied.
Magnetic tapes are stored in an area to which access is limited to
authorized personnel of the MMDS network. The NASS contract with MMDS
contains provisions for (1) Network Data Integrity and Security, (2)
Physical Security, and (3) Data Security.
Retention and disposal:
Questionnaires are kept for 30 days after the primary survey is
summarized. Edited raw data input for summary programs are retained
14 months on the MMDS network and then destroyed.
System manager(s) and address:
The Deputy Administrator for operations, NASS, USDA, Washington,
DC 20250-2000, or the State Statistician for each State Statistical
Office at the address specified above.
Notification procedure:
Any individual may request information as to whether the system
contains records pertaining to him or her by contacting the system
manager at the address specified above. The request for information
should contain: Name, address, name of system of records, and year
that the questionnaire was completed.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in this system which pertains to him or her by
submitting a request to the system manager specified above.
Record source categories:
Information in this system comes solely from farmers and ranchers
who responded to NASS's Agricultural Survey Program.
System claimed from certain provisions of the Act:
None.
USDA/NASS-3
System name: Personnel Data Base, USDA/NASS.
System location:
Input coding sheets and output listings are stored in the
Personnel Division, Economics Management Staff, USDA, Washington, DC
20250-3500. Magnetic tapes are located in the Martin Marietta Data
System (MMDS) file, Orlando, Florida.
Categories of individuals covered by the system:
Employees in the following position classification series: 334,
1529, and 1530.
Categories of records in the system:
Employee's Social Security Number, job series, grade, age,
service computation date, beginning date of work for National
Agricultural Statistics Service (NASS), work experience, training,
and awards.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
To maintain an employment record on each employee of NASS in the
classification series listed above.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Disclosure may be made to the Department of Justice (DOJ), to
a court, or other tribunal, or another party before such tribunal,
when NASS, any component thereof, or any employee of NASS in his or
her official capacity, any NASS employee in his or her individual
capacity where DOJ (or NASS where it is authorized to do so) has
agreed to represent the employee, or the United States where NASS
determines that the litigation is likely to directly affect the
operations of NASS or any of its components, is a party to litigation
or has an interest in such litigation, and NASS determines that the
use of such records by DOJ, the court or other tribunal, or the other
party before such tribunal is relevant and necessary to the
litigation, provided, however, that in each case, NASS determines
that such disclosure is compatible with the purposes for which the
records were collected.
(2) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
(3) Disclosure may be made to a private firm for the purpose of
collating, analyzing, aggregating, or otherwise maintaining or
servicing the records of this system. Such contractor will be
required to maintain Privacy Act safeguards with respect to the
records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Input coding sheets and output listings are stored in the office
specified above. Machine readable data are located in the MMDS file,
Orlando, Florida.
Retrievability:
Records are indexed by Social Security Number.
Safeguards:
Source documents are kept in locked file cabinets in the offices
listed above. Magnetic tapes are stored in an area to which access is
limited to authorized personnel of the MMDS network. The NASS
contract with MMDS contains provisions for (1) Network Data Integrity
and Security, (2) Physical Security, and (3) Data Security.
Retention and disposal:
A review is made each quarter. Records which are no longer needed
are destroyed.
System manager(s) and address:
Administrator, NASS, USDA, Washington, DC 20250-2000.
Notification procedure:
Any individual may request information as to whether the system
contains records pertaining to him or her by contacting the system
manager at the address specified above. A written request for
information should contain: Name, address, name of system of records,
and any other pertinent information that will help identify the file.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in this system which pertains to him or her by
submitting a request to the system manager specified above.
Record source categories:
Information in this system comes from SF-52, Request for
Personnel Action; SF-182, Request, Authorization, Agreement and
Certification of Training; and AD-287-2, Recommendation and Approval
of Cash Award or Quality Increase.
System exempted from certain provisions of the Act:
None.
USDA/NASS-4
System name: Agricultural Labor Survey, USDA/NASS.
System location:
Survey questionnaires are located in State Statistical Offices at
the following locations:
Montgomery, AL 36104
Palmer, AK 99645
Phoenix, AZ 85012
Little Rock, AR 72201
Sacramento, CA 95814
Lakewood, CO 80215
Orlando, FL 32803
Athens, GA 30613
Honolulu, HI 96814
Boise, ID 83712
Springfield, IL 62702
West Lafayette, IN 47907
Des Moines, IA 50309
Topeka, KS 66683
Louisville, KY 40202
Baton Rouge, LA 70806
Annapolis, MD 21401
Lansing, MI 48904
St. Paul, MN 55107
Jackson, MS 39204
Columbia, MO 65202
Helena, MT 59626
Lincoln, NE 68508
Reno, NV 89557
Concord, NH 03301
Trenton, NJ 08625
Las Cruces, NM 88001
Albany, NY 12235
Raleigh, NC 27611
Fargo, ND 58102
Columbus, OH 43215
Oklahoma City, OK 73105
Portland, OR 97204
Harrisburg, PA 17110
Columbia, SC 29201
Sioux Falls, SD 57117
Nashville, TN 37204
Austin, TX 78701
Salt Lake City, UT 84116
Richmond, VA 23219
Olympia, WA 98501
Charleston, WV 25312
Madison, WI 53713
Cheyenne, WY 82001
Addresses of each State Statistical Office are listed in the
telephone directories of the respective cities under the heading
``United States Government, Department of Agriculture, National
Agricultural Statistics Service (NASS),'' or ``(State) Agricultural
Statistics Service.'' Magnetic tapes are located in the Martin
Marietta Data System (MMDS) file, Orlando, Florida.
Categories of individuals covered by the system:
A sample of farmers and ranchers selected from the Agency's List
and Area Sampling Frames.
Categories of records in the system:
(1) Number of hours worked in the survey week by the farm
operator and any partners, (2) number of unpaid family members
working during survey week, (3) hours worked by unpaid family
members, and (4) farm operator's Social Security Number/Employer
Identification Number.
Authority for maintenance of the system:
7 U.S.C. 2204.
Purpose(s):
Hours worked by farm operator and unpaid family members provide a
meaningful comparison of employment with non-agricultural sector. The
farm operator's Social Security Number/Employer Identification Number
is requested to assist in identifying duplication of names on the
Agency's List Frame.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
(2) Disclosure may be made to a private firm for the purpose of
collating, analyzing, aggregating, or otherwise maintaining or
servicing the records in this system. Such contractor will be
required to maintain Privacy Act safeguards with respect to the
records.
(3) Disclosure may be made to State Statistical Office employees
performing functions for NASS pursuant to agreements between NASS and
their respective State governments.
(4) Disclosure may be made to cooperators and grantees performing
statistical research for NASS pursuant to cooperative agreements,
cost-reimbursement agreements, or grants between NASS and the
respective cooperators and grantees.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Questionnaires are retained in the State Statistical Offices
specified above. Machine readable data are locked in the MMDS file,
Orlando, Florida. Each office is able to access only its own files.
Retrievability:
Questionnaires are indexed by a List Sampling Frame record ID
assigned by each office or the location of the selected land areas.
Safeguards:
Questionnaires are kept in locked file cabinets in the offices
listed above. These offices are always locked when unoccupied.
Magnetic tapes are stored in an area to which access is limited to
authorized personnel of the MMDS network. The NASS contract with MMDS
contains provisions for (1) Network Data Integrity and Security, (2)
Physical Security, and (3) Data Security.
Retention and disposal:
Questionnaires are kept for a minimum of 30 days after the
primary survey is summarized. Edited raw data input for summary
programs are retained a minimum of 14 months on the MMDS network and
then destroyed.
System manager(s) and address:
The Deputy Administrator for Operations, NASS, USDA, Washington,
DC 20250-2000, or the State Statistician for each State Statistical
Office at the address specified above.
Notification procedure:
Any individual may request information as to whether the system
contains records pertaining to him or her by contacting the system
manager at the address specified above. The request for information
should contain: Name, address, name of system of records, and year
that the questionnaire was completed.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in this system which pertains to him or her by
submitting a request to the system manager specified above.
Record source categories:
Information in this system comes solely from farmers and ranchers
who responded to NASS's Agricultural Labor Surveys.
System exempted from certain provisions of the Act:
None.
USDA/NASS-5
System name: List Sampling Frame, USDA/NASS.
System location:
Input and output files are located in Headquarters (Washington,
DC) and State Statistical Offices at the following locations:
Montgomery, AL 36104
Palmer, AK 99645
Phoenix, AZ 85012
Little Rock, AR 72201
Sacramento, CA 95814
Lakewood, CO 80215
Dover, DE 19901
Orlando, FL 32803
Athens, GA 30613
Honolulu, HI 96814
Boise, ID 83712
Springfield, IL 62702
West Lafayette, IN 47907
Des Moines, IA 50309
Topeka, KS 66683
Louisville, KY 40202
Baton Rouge, LA 70806
Annapolis, MD 21401
Lansing, MI 48904
St. Paul, MN 55107
Jackson, MS 39204
Columbia, MO 65202
Helena, MT 59626
Lincoln, NE 68508
Reno, NV 89557
Concord, NH 03301
Trenton, NJ 08625
Las Cruces, NM 88001
Albany, NY 12235
Raleigh, NC 27611
Fargo, ND 58102
Columbus, OH 43215
Oklahoma City, OK 73105
Portland, OR 97204
Harrisburg, PA 17110
Columbia, SC 29201
Sious Falls, SD 57117
Nashville, TN 37204
Austin, TX 78701
Salt Lake City, UT 84116
Richmond, VA 23219
Olympia, WA 98501
Charleston, WV 25312
Madison, WI 53713
Cheyenne, WY 82001
Addresses of each State Statistical Office are listed in the
telephone directories of the respective cities under the heading
``United States Government, Department of Agriculture, National
Agricultural Statistics Service (NASS),'' or ``(State) Agricultural
Statistics Service.'' Magnetic tapes are located in the Martin
Marietta Data System (MMDS) file, Orlando, Florida.
Categories of individuals covered by the system:
Farmers and ranchers operating farms and ranches.
Categories of records in the system:
Farm operator's Social Security Number/Employer Identification
Number.
Authority for maintenance of the system:
7 U.S.C. 2204.
Purpose(s):
The farm operator's Social Security Number/Employer
Identification Number is maintained to assist in identifying
duplication of names between various probability list samples and
NASS's area frame surveys. Social Security Numbers are also used when
matching names currently on NASS's list sampling frame with lists
maintained by other governmental agencies as part of the NASS list
building and maintenance process.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
(2) Data are provided to the Department of Commerce, Bureau of
the Census, for mail list development for periodic Census of
Agriculture.
(3) Disclosure may be made to a private firm for the purpose of
collating, analyzing, aggregating, or otherwise maintaining or
servicing the records in this system. Such contractor will be
required to maintain Privacy Act safeguards with respect to the
records.
(4) Disclosure may be made to State Statistical Office employees
performing functions for NASS pursuant to agreements between NASS and
their respective State governments.
(5) Disclosure may be made to cooperators and grantees performing
statistical research for NASS pursuant to cooperative agreements,
cost-reimbursement agreements, or grants between NASS and the
respective cooperators and grantees.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Input documents and output listings are retained in the State
Statistical Offices specified above. Machine readable name, address
and control data are located in the MMDS file, Orlando, Florida. Each
office is able to access only its own files.
Retrievability:
List Sampling Frame names are indexed by a List Sampling Frame
record ID assigned by each office. Each name also can be accessed by
its Social Security Number.
Safeguards:
Output listings of the List Sampling Frame names are kept in
locked file cabinets in the offices listed above. These offices are
always locked when unoccupied. Magnetic tapes are stored in an area
to which access is limited to authorized personnel of the MMDS
network. The NASS contract with MMDS contains provisions for (1)
Network Data Integrity and Security, (2) Physical Security, and (3)
Data Security.
Retention and disposal:
Source documents are kept for a minimum of 30 days after the
primary survey is summarized. The goal is to obtain information about
each List Frame unit at least once every 5 years. If not obtained
within this period, the unit may be removed from the active frame.
System manager(s) and address:
The Deputy Administrator for Operations, NASS, USDA, Washington,
DC 20250-2000, or the State Statistician for each State Statistical
Office at the address specified above.
Notification procedure:
Any individual may request information as to whether the system
contains records pertaining to him or her by contacting the system
manager at the address specified above. The request for information
should contain: Name, address, name of system of records, and year
that the questionnaire was completed.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in this system which pertains to him or her by
submitting a request to the system manager specified above.
Record source categories:
Names to update the List Frame are assembled from a variety of
sources. Annually, data from the County Estimates Survey,
Agricultural Survey Program, and other crop and livestock surveys are
major sources. A Criteria questionnaire is used when Social Security
Numbers/Employer Identification Numbers are missing or control data
are out of date.
System exempted from certain provisions of the Act:
None.
USDA/NASS-6
System name: Farm Costs and Returns Survey, USDA/NASS.
System location:
Survey questionnaires are located in State Statistical Offices at
the following locations:
Montgomery, AL 36104
Phoenix, AZ 85012
Little Rock, AR 72201
Sacramento, CA 95814
Lakewood, CO 80215
Orlando, FL 32803
Athens, GA 30613
Boise, ID 83712
Springfield, IL 62702
West Lafayette, IN 47907
Des Moines, IA 50309
Topeka, KS 66683
Louisville, KY 40202
Baton Rouge, LA 70806
Annapolis, MD 21401
Lansing, MI 48904
St. Paul, MN 55107
Jackson, MS 39204
Columbia, MO 65202
Helena, MT 59626
Lincoln, NE 68508
Reno, NV 89557
Concord, NH 03301
Trenton, NJ 08625
Las Cruces, NM 88001
Albany, NY 12235
Raleigh, NC 27611
Fargo, ND 58102
Columbus, OH 43215
Oklahoma City, OK 73105
Portland, OR 97204
Harrisburg, PA 17110
Columbia, SC 29201
Sioux Falls, SD 57117
Nashville, TN 37204
Austin, TX 78701
Salt Lake City, UT 84116
Richmond, VA 23219
Olympia, WA 98501
Charleston, WV 25312
Madison, WI 53713
Cheyenne, WY 82001
Addresses of each State Statistical Office are listed in the
telephone directories of the respective cities under the heading
``United States Government, Department of Agriculture, National
Agricultural Statistics Service (NASS),'' or ``(State) Agricultural
Statistics Service.'' Magnetic tapes are located in the Martin
Marietta Data System (MMDS) file, Orlando, Florida.
Categories of individuals covered by the system:
Farmers and ranchers selected from the Agency's List Sampling
Frame or operating in selected land areas.
Categories of records in the system:
Information on farm operator characteristics includes: (1) Age,
(2) sex, (3) race or national origin, and (4) level of education of
the operator and all persons living in the operator's house. The farm
operator's Social Security Number/Employer Identification Number is
requested. In the Labor and Wage section, the following information
is reported: (1) Average number of hours worked per week by the
operator; and (2) average number of hours worked per week by partners
and unpaid family workers. Information is also reported on the
following non-farm items: (1) Expenses such as food and household
supplies, housing and transportation, medical expenses, and other
family living expenses; (2) all non-farm related assets; (3) all
other debts, and (4) off-farm income by the operator and all members
of the operator's household.
Authority for maintenance of the system:
7 U.S.C. 2204.
Purpose(s):
Farm operator characteristics are part of the statistical
analysis of the survey. The farm operator's Social Security Number/
Employer Identification Number is used to identify duplication of
names on the Agency's List Frame. Agricultural labor and wage data,
and non-farm expenses, assets, debts, and income are part of the farm
budget system which measures the economic well-being of farmers.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
(2) Disclosure may be made to a private firm for the purpose of
collating, analyzing, aggregating, or otherwise maintaining or
servicing the records in this system. Such contractor will be
required to maintain Privacy Act safeguards with respect to the
records.
(3) Disclosure may be made to State Statistical Office employees
performing functions for NASS pursuant to agreements between NASS and
their respective State governments.
(4) Disclosure may be made to cooperators and grantees performing
statistical research for NASS pursuant to cooperative agreements,
cost-reimbursement agreements, or grants between NASS and the
respective cooperators and grantees.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Questionnaires are retained in the State Statistical
Offices specified above. Machine readable data are located in the
MMDS file, Orlando, Florida. Each office is able to access only its
own files.
Retrievability:
List questionnaires are indexed by a List Frame record ID
assigned by each office. Area frame questionnaires are identified by
location of the selected land areas.
Safeguards:
Questionnaires are kept in locked file cabinets in the offices
listed above. These offices are always locked when unoccupied.
Magnetic tapes are stored in an area to which access is limited to
authorized personnel of the MMDS network. The NASS contract with MMDS
contains provisions for (1) Network Date Integrity and Security, (2)
Physical Security, and (3) Data Security.
Retention and disposal:
Questionnaires are kept for 30 days after the primary survey is
summarized. Edited raw data input for summary program are retained 14
months on the MMDS network and then destroyed.
System manager(s) and address:
The Deputy Administrator for Operations, NASS, USDA, Washington,
DC 20250-2000, or the State Statistician for each State Statistical
Office at the address specified above.
Notification procedure:
Any individual may request information as to whether the system
contains records pertaining to him or her by contacting the system
manager at the address specified above. The request for information
should contain: Name, address, name of system of records, and year
that the questionnaire was completed.
Record access procedures:
Same as notification procedure.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in this system which pertains to him or her by
submitting a request to the system manager specified above.
Record source categories:
Information in this system comes solely from farmers and ranchers
who responded to NASS's Farm Costs and Returns Survey.
System exempted from certain provisions of the Act:
None.
Office of Budget, Planning and Evaluation
USDA/OBPE-1
System name: Committee Management Records System, USDA/OBPE.
System location: USDA, Office of Budget, Planning and Evaluation,
Management Division, Washington, DC 20250.
Categories of individuals covered by the system: All individuals
who are public members of USDA advisory committees are included in
this system of records.
Categories of records in the system: The system consists of
membership listings by committee name, State, ethnic affiliation, and
female members. Keypunch cards are the basis for some of the above
listings.
Authority for maintenance of the system: 5 U.S.C. App. 1.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Maintained as a
means of responding to Congressional inquiries for names and numbers
of citizens serving on committees from a particular State.
``Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in notebooks and on keypunch
cards.
Retrievability: Records are indexed by names of individuals and by
committee name.
Safeguards: Records contain no sensitive information and are kept
in regular office files.
Retention and disposal: Records are retained until committee
membership is changed. Obsolete listings are sent to the USDA
historian.
System manager(s) and address: Assistant Director, Management,
Office of Budget, Planning and Evaluation, USDA, Washington, DC
20250, 202-447-6111.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him, from the System Manager. A
request for information pertaining to an individual should contain
the individual's name, address, and name of the committee on which he
is serving.
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to records in this system which
pertain to him by submitting a written request to the System Manager.
Contesting record procedures: Any individaul may obtain
information as to the procedures for contesting a record in the
system which pertains to him by submitting a request to the System
Manager.
Record source categories: Information in this system is collected
by USDA agencies from published reference books (Who's Who, etc.),
from organizations which make recommendations of possible members,
and from the prospective members.
Office of Civil Rights Enforcement
USDA/OCRE-1
System name:
Program Discrimination Complaints, USDA/OCRE-1.
System location:
Program discrimination complaint files are maintained in the
United states Department of Agriculture (USDA), Office of Civil
Rights Enforcement (OCRE), and in the civil rights compliance office
of the agency with respect to which the complaint of discrimination
was filed (see appendix A).
Categories or individuals covered by the system:
Individuals who file complaints on their behalf, or on the behalf
of a group or class of persons, alleging discrimination in USDA
federally assisted or federally conducted programs or activities.
Categories of records in the system:
The system consists of complete files (i.e., complaints, agency
responses to complaint related correspondence inquiries, and
investigatory reports) on initial inquiries made by personnel of OCRE
and the agencies involved with complaints. The files, where
appropriate, may include investigatory reports complied by OCRE or
the agency involved.
Authority for maintenance of the system:
5 U.S.C. 301; 42 U.S.C. 2000d, et seq.; 42 U.S.C. 3608(d); 42
U.S.C. 12101, et seq.; 20 U.S.C. 1681, et seq.; 29 U.S.C. 794; 15
U.S.C. 1691, et seq.; and 7 U.S.C. 2011, et seq.
Purpose(s):
This system is established to maintain records relating to the
processing of program discrimination complaints.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Disclosure may be made to the United States Department of
Justice (DOJ), a court or other tribunal, or another party before
such tribunal, when USDA, any component thereof, or any employee in
his or her individual capacity where DOJ (or USDA where it is
authorized to do so) has agreed to represent the employee, or the
United States where USDA determines that the litigation is likely to
affect directly the operations of USDA or any of its components, is a
party to the litigation or has an interest in such litigation, and
USDA determines that the use of such records by DOJ, the court or
other tribunal, or the other party before such tribunal is relevant
and necessary to the litigation; provided, however, that in each
case, USDA determines that such disclosure is compatible with the
purpose for which the records were collected.
(2) In the event that material in this system indicates a
violation of law, whether civil or criminal or regulatory in nature,
and whether arising by general statute, or by regulation, rule or
order issued pursuant thereto, the relevant records may be disclosed
to the appropriate agency, whether Federal, State, local, or foreign,
charged with the responsibility of investigation or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation, or order issued pursuant thereto.
(3) Disclosure may be made to a Congressional office from the
record of an individual in response to an inquiry from the
Congressional office made at the request of that individual.
(4) Disclosure may be made to the United States Civil Rights
Commission in response to its request for information.
Policies and practices for storing, retrieving, retaining, and
disposing of records in the system:
Storage:
Records maintained by OCRE are stored in file folders at the
address listed above; records maintained by the particular USDA
agency involved are stored in file folders at the respective civil
rights compliance office.
Retrievability:
Records are indexed by name of complainant, agency, and address.
Safeguards:
Records are kept in file cabinets in the office listed above.
This office is always locked when unoccupied. Access to and use of
these records are limited to those persons whose official duties
require such access.
Retention and disposal:
Records are maintained for a period of 3-years, after which they
are sent to the National Archives and Records Administration,
Washington, DC 20408.
System manager(s) and address:
David Montoya, Director, Office of Civil Rights Enforcement, Room
1322-South Building, 14th and Independence Avenue, SE, Washington, DC
20250-9400. Within the agency with respect to which the complaint of
discrimination was filed, the System Manager is the head of the
office of civil rights compliance or other official designated as
responsible for administration and enforcement of program non-
discrimination laws and regulations.
Notification procedure:
Any individual may request information regarding this system of
records from the System Manager. The request should be in writing.
Record access procedures:
An individual who wishes to request access to records in the
system should submit a written request to the System Manager in an
envelope marked ``Privacy Act Request''.
Contesting record procedures:
An individual desiring to contest or amend information maintained
in the system should direct the request to the System Manager. The
request should include, as appropriate, the reasons for contesting
it, and the proposed amendment to the information sought. The
regulations governing the contesting of contents of records and
appealing initial determinations of such requests are set forth at 7
CFR 1.110-1.123.
Record source categories:
Information in this system comes primarily from documents
submitted by or obtained from agency personnel, complainants,
witnesses, program participants and nonparticipants, investigative
personnel, and community leaders. Information in these records is
also obtained directly from the individuals in the system.
Systems exempted from certain provisions of the Act:
Pursuant to subsection (k)(2) of the Privacy Act, 5 U.S.C.
552a(k)(2), this system of records is exempt from subsection (c)(3),
(d), (e)(1), (e)(4)(G), (e)(4)(H), and (f) of the Act.
Appendix A
Agricultural Marketing Service, Equal Opportunity Staff, Room
3068-S, 14th and Independence Ave., SW, Washington, DC 20250.
Animal Plant and Health Inspection Services, Equal Opportunity
Staff, Room 1131-S, 14th and Independence Ave., SW, Washington, DC
20250
Agricultural Stabilization and Conservation Service, Equal
Opportunity Staff, Room 5079-S, 14th and Independence Ave., SW,
Washington, DC 20250.
Cooperative State Research Service, Equal Opportunity Staff,
901 D Street, SW, Room 348 Aero Space Bldg., Washington, DC 20250.
Extension Service, Equal Opportunity Staff, Room 3912-S, 14th
and Independence Ave., SW, Washington, DC 20250.
Federal Crop Insurance Corporation, Equal Opportunity Staff,
2101 L Street NW, Suite 500, Washington, DC 20037
Farmers Home Administration, Equal Opportunity Staff, 501
School Street, SW, Second Floor, Washington, DC 20024.
Food and Nutrition Services, Equal Opportunity Staff, 3101 Park
Center Drive, Suite 203 B, Alexandria, VA 22302
Forest Service, Equal Opportunity Staff, 1621 Northkent St.,
Room 5100, Rosslyn, VA 22209
Food Safety and Inspection Service, Equal Opportunity Staff,
Room 109 Annex Bldg., Washington, DC 20250
Rural Electrification Administration, Equal Opportunity Staff,
Room 1239-S, 14th and Independence Ave., SW, Washington, DC 20250
Soil Conservation Service, Equal Opportunity Staff, Room d4248-
S, 14th and Independence Ave., SW, Washington, DC 20250.
NATIONAL APPEALS DIVISION
USDA/NAD-1
System name:
Participant Appeals, USDA/National Appeals Division (NAD).
System location:
National Appeals Division, Regional Offices: Eastern Regional
Office, 8909 Purdue Road, Suite 240, Indianapolis, Indiana 46268;
Southern Regional Office, 777 Walnut Grove Road, Suite LLB-1,
Memphis, Tennessee 38088; 755 Parfet Street, Suite 494, Lakewood,
Colorado 80215.
Categories of individuals covered by the system:
Program participants who file an appeal because of a covered
adverse decision by a covered Agency: Farm Service Agency, including
a State, County, or area committee established under section 8(b)(5)
of the Soil Conservation and Domestic Allotment Act (16 U.S.C.
5901(b)(5)), the Commodity Credit Corporation, the Natural Resource
Conservation Service, the Federal Crop Insurance Corporation, the
Risk Management Agency, the Rural Business-Cooperative Service, the
Rural Housing Service, or the Rural Utilities Service.
Categories of records in the system:
The system consists of complete files on appeals, including
materials maintained and submitted by an Agency related to an adverse
decision; any information, correspondence, or documentation submitted
by an Appellant or the Agency during the appeals process; and any
statements of witnesses, tape recordings, or written transcripts of
the hearings. Unless specifically requested, written transcript is
not normally prepared.
Authority for maintenance of the system:
7 U.S.C. 6991, et seq.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
USDA will disclose records in this system: (1) To the appropriate
Agency, whether Federal, State, local, or foreign, charged with the
responsibility of investigating or prosecuting a violation of law, or
of enforcing or implementing a statute, rule, regulation, or order
issued pursuant thereto, when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statute, or by
rule, regulation, or order issued pursuant thereto; (2) to a court,
magistrate, or administrative tribunal, or to opposing counsel, in a
proceeding before any of the above, for purposes of filing the
official administrative record on discovery, which are relevant to
the subject of the proceeding; (3) to a congressional office from the
record of an individual in response to an inquiry from the
congressional office at the request of that individual; and (4) to
the public, for educational purposes, when determinations signed by
NAD Hearing Officers or the NAD Director are published either in
paper format or electronically on the NAD Web site, the current
address of which is http://www.nad.usda.gov.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records can be accessed by individual name, NAD log number, and
State.
Safeguards:
Records are kept in offices attended by authorized personnel.
Retention and disposal: Maintained six (6) years after the case is
closed.
System manager(s):
Director, NAD, USDA, 3102 Park Center Drive, Suite 1100,
Alexandria, Virginia 22302, telephone number (703) 305-2708.
Notification procedure: An individual may request information as to
whether the system contains records pertaining to him or her from
Larry Shrum, External Affairs Officer, NAD, USDA, 3101 Park Center
Drive, Suite 1120, Alexandria, Virginia 22302, [email protected],
telephone number (703) 305-1164. A request for information pertaining
to an individual should contain the requester's full name, address,
and zip code.
Record access procedures:
Any individual may obtain information as to procedures for
gaining access to and contesting the record in the system which
pertains to him or her by submitting a written request to the
appropriate official referred to in the proceeding paragraph.
Contesting record procedures:
Same as notification procedure. (The regulations for contesting
contents of records and appealing initial determinations are set
forth at 7 CFR 1.110-1.123.)
Record source categories:
Records in this system come primarily from Appellants, witnesses,
and Agency personnel.
System exempted from certain provisions of the act: No.
USDA/NAD-2
System name:
National Appeals Division Tracking System (Automated), USDA/
National Appeals Division (NAD).
System location:
Management Field Office, USDA, and 8930 Ward Parkway, Kansas
City, Missouri 64114.
Categories of individuals covered by the system:
Program participants who file an appeal because of a covered
adverse decision by a covered Agency: Farm Service Agency, including
a State, County, or area committee established under section 8(b)(5)
of the Soil Conservation and Domestic Allotment Act (16 U.S.C. 5901
(b)(5), the Commodity Credit Corporation, the Natural Resource
Conservation Service, the Federal Crop Insurance Corporation, the
Risk Management Agency, the Rural Business-Cooperative Service, the
Rural Housing Service, or the Rural Utilities Service.
Authority for maintenance of the system:
7 U.S.C. 6991 et seq. Routine uses of records maintained in the
system, including categories of users and the purposes of such uses:
USDA will disclose records in this system: (1) To the appropriate
Agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law, or
of enforcing or implementing the statute, rule, regulation or order
issued pursuant thereto, when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute, or by
rule, regulation, or order issued pursuant thereto; (2) to a court,
magistrate, or administrative tribunal, or to opposing counsel, in a
proceeding before any of the above, which are sought in the course of
discovery and which are relevant to the subject matter of the
proceedings; (3) to a congressional office from the record of an
individual in response to an inquiry from the congressional office at
the request of that individual; and (4) to the public, for
educational purposes, when determinations signed by NAD Hearing
Officers or the NAD Director are published either in paper format or
electronically on the NAD Web site, the current address of which is
http://www.nad.usda.gov.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
National Computer Center, Kansas City Security Staff uses
multiple storage devices with full backup facilities; including both
on-site and off-site storage and distant hot-site facilities.
Retrievability:
Records are indexed by Appellant name, NAD log number, State, and
the name of the assigned Hearing Officer.
Safeguards:
Computer Associates Access Control Facility software controls
that may use computer resources and protects data from accidental or
deliberate destruction, modification, disclosure and misuse. Computer
Associates Access Control Facility is maintained and used solely by
members of the National Computer Center, Kansas City Security Staff.
Retention and disposal:
Records are kept indefinitely.
System manager(s) and address:
System Security Administration, Information Systems Security
Staff, 2350 Market Street, St. Louis, Missouri 63103.
Notification procedure:
An individual may request information as to whether the system
contains records pertaining to him or her from Larry Shrum, External
Affairs Officer, NAD, USDA, 3101 Park Center Drive, Suite 1120,
Alexandria, Virginia 22302. [email protected], telephone number
(703) 305-1164. A request for information pertaining to an individual
should contain the requester's full name, address, and zip code.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to and contesting a record in the system which
pertains to him or her by submitting a written request to the
appropriate official referred to in the proceeding paragraph.
Record source categories:
Records in this system come primarily from data entered by
Regional offices maintaining appeal records on the program
participant. Information in these records is obtained from Appellants
and Agency decision makers.
System exempted from certain provisions of the act:
No.
Office of Finance and Management
USDA/OFM-1
System name: Drug-Free Federal Workplace Records.
System location:
U.S. Department of Agriculture (USDA), Office of Finance and
Management, Safety and Health Management Division, 14th and
Independence Avenue SW., Washington, DC 20250; USDA Agency
headquarters offices; and offices of contractors who perform
functions such as collection of urine specimens, laboratory analysis,
and medical review of confirmed positive laboratory findings.
Categories of individuals covered by the system:
USDA employees, Farm Credit System Assistance Board employees,
and persons who have applied to USDA for employment.
Categories of records in the system:
Records relating to the selection, notification, and testing of
covered individuals; collection and chain of custody of urine
specimens; urine specimens; drug test results information.
Authority for maintenance of the system:
E.O. 12564, dated September 15, 1986, ``Drug-Free Federal
Workplace''; Pub. L. 100-71, section 503, July 11, 1987.
Purpose(s):
The system is established to maintain records relating to the
selection and testing of Federal employees and applicants for Federal
employment for use of illegal drugs. The records will provide the
basis for taking appropriate action in reference to employees who
test positive for use of illegal drugs.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records other than drug testing results may be disclosed:
(1) To drug testing laboratories under contract with USDA or
other U.S. Government agencies to perform tests on urine specimens
provided by selected USDA employees and applicants for employment;
(2) To the Medical Review Officers under contract with USDA or
other U.S. Government agencies for verification of the results
received from the testing laboratories; or
(3) In a judicial or administrative proceeding where required by
the United States Government to defend against any challenge against
any adverse personnel action.
Disclosures of Drug Test Results. Pursuant to Pub. L. No. 100-71,
section 503, July 11, 1987, the results of a drug test of a Federal
employee will be disclosed only:
(1) To the employee's medical review officer;
(2) To the administrator of any employee counseling services
program in which the employee is receiving counseling or treatment or
is otherwise participating;
(3) To any supervisory or management official within the
employee's agency having authority to take the adverse personnel
action against such employee; or
(4) Pursuant to the order of a court of competent jurisdiction
where required by the United States Government to defend against any
challenge against any adverse personnel action.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on magnetic disk and in paper form.
Retrievability:
Records are retrieved by name of agency, name of employee or
applicant, position title, Social Security Number, employee ID
number, date of birth, or any combination of these.
Safeguards:
Records are maintained in a secured area or on automated media
with access limited to authorized personnel whose duties require
access.
Retention and disposal:
Generally, records are retained for two years and then destroyed
by shredding, burning, or erasure in the case of magnetic media.
System manager(s) and address:
Chief, Safety and Health Management Division, Office of Finance
and Management, 14th and Independence Avenue, SW, Washington, DC
20250.
Notification procedure:
Individuals wishing to inquire whether this system contains
records about them should contact their USDA Agency Headquarters
Office or the Chief, Safety and Health Management Division, Office of
Finance and Management. Individuals must provide the following
information for their records to be located and identified:
a. Name.
b. Date of birth.
c. Social Security Number.
d. Identification number (if known).
e. Approximate date of record.
f. USDA agency and position title.
Record access procedures:
Individuals should contact the Chief, Safety and Health
Management Division, Office of Finance and Management, 14th and
Independence Avenue, SW, Washington, DC 20250.
Record source categories:
Records in this system are obtained from:
a. The individual to whom the records pertain.
b. Agency employees involved in the selection and notification
of individuals to be tested.
c. Laboratories that test urine specimens for the presence of
illegal drugs.
d. Supervisors, managers and other agency officials.
Systems exempted from certain provisions of the act:
None.
USDA/OFM-2
System name: Employee Counseling Services Program Records.
System location:
U.S. Department of Agriculture, Office of Finance and Management,
Safety and Health Management Division, 14th and Independence Avenue,
SW, Washington, DC 20250, and USDA agencies.
Note. In order to meet the statutory requirement that agencies
provide appropriate prevention, treatment, and rehabilitation
programs and services for employees with alcohol or drug problems,
and to better accommodate establishment of a health service program
to promote employees' physical and mental fitness, it may be
necessary for an agency to negotiate for use of the counseling staff
of another Federal, State, or local government, or private sector
agency or institution. This system also covers records on USDA
employees that are maintained by another Federal, State, or local
government, or private sector agency or institution under such a
negotiated agreement.
Categories of individuals covered by the system:
Current and former USDA employees and Farm Credit System
Assistance Board employees who have been counseled or otherwise
treated regarding alcohol or drug abuse or for personal or emotional
health problems.
Categories of records in the system:
Records in this system include documentation of visits to
employee counselors (Federal, State, local government, or private)
and the diagnosis, recommended treatment, results of treatment, and
other notes or records of discussions held with the employee made by
the counselor. Additionally, records in this system may include
documentation of treatment by a private therapist or a therapist at a
Federal, State, local government, or private institution.
Authority for maintenance of the system:
5 U.S.C. 7361 et seq., 5 U.S.C. 7901, and 42 U.S.C. 290dd-3 and
290ee-3.
Purpose(s):
These records are used to document the nature of the individual's
problem and progress made and to record an individual's participation
in the results of community or private sector treatment or
rehabilitation programs.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
These records and information in these records may be disclosed:
1. To the Department of Justice or other appropriate Federal
agencies in defending claims against the United States, when the
claim is based upon an individual's mental or physical condition and
is alleged to have arisen because of activities of USDA (and, with
respect to Farm Credit System Assistance Board employees, because of
activities of the Farm Credit System Assistance Board) in conneciton
with the individual.
2. To qualified personnel for the purpose of conducting
scientific research, management audits, financial audits, or program
evaluation, but such personnel may not identify, directly or
indirectly, any individual patient in any report or otherwise
disclose patient indentities in any manner (when such records are
provided to qualified researchers employed by USDA, all patient
identifying information shall be removed).
Note: Disclosure of these records beyond officials of USDA or the
Farm Credit Assistance Board having a bona fide need for them or to
the person to whom they pertain, is rarely made as disclosures of
information pertaining to an individual with a history of alcohol or
drug abuse must be limited in compliance with 42 CFR part 2,
Confidentiality of Alcohol and Drug Abuse Patient Records. Records
pertaining to the physical and mental fitness of employees are, as a
matter of policy, afforded the same degree of confidentiality and are
generally not disclosed.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
These records are maintained in file folders.
Retrievability:
These records are retrieved by the name of the individual
subjects of the records.
Retention and disposal:
Employee records are maintained for 3 to 5 years after the
employee's last contact with USDA's Employee Counseling Services
Program or, if the employee leaves the agency, until the Employee
Counseling Services Program Annual Report for the fiscal year in
which separation occurred is prepared. Records are destroyed by
shredding or burning.
Safeguards:
These records are maintained in locked file cabinets labeled
confidential with access strictly limited to employees directly
involved in USDA alcohol and drug abuse prevention function (as the
term is defined in 42 CFR part 2) and the Employee Counseling
Services Program.
System manager(s) and address:
Chief, Safety and Health Management Division, Office of Finance
and Management, 14th and Independence Avenue, SW., Washington, DC
20250.
Notification procedure:
USDA employees wishing to inquire whether this system of records
contains information about them should contact the USDA Employee
Counseling Services Program Manager, or their Agency Counseling
Services Program Coordinator who arranged for counseling or
treatment. Individuals must furnish the following information for
their records to be located and identified:
a. Name.
b. Date of birth.
c. USDA agency for whom employed.
An individual must also follow the Privacy Act regulations
regarding verification of identify and access to records (7 CFR 1.112
and 1.113).
Record source categories:
Information in this system of records comes from the individual
to whom it applies, the supervisor of the individual if the
individual was referred by a supervisor, the Employee Counseling
Services Program Staff member who records the counseling session, and
therapists or institutions providing treatment.
Systems exempted from certain provisions of the act:
None.
USDA/OCFO-3
System name:
Billings and Collections Systems, USDA/OCFO.
System location:
National Finance Center, OCFO, USDA, New Orleans, Louisiana
70160.
Categories of individuals covered by the system:
Individuals who are indebted to the Federal Government and whose
debts are serviced by the National Finance Center.
Categories of records in the system:
This automated system established a master file containing the
debtor's name, address, Social Security Number or assigned vendor
number, amount of indebtedness, amount of current collection, and
amount of total billing. Eventually, these records are transferred to
a history file for inquiry use. Information regarding debts subject
to IRS offset, claims on travel advances, and delinquent debtor names
and Social Security Numbers used in computer matches with the
Department of Defense and the United States Postal Service are kept
separate from the administrative billings and collections data base
in a manually updated claims data base.
Authority for maintenance of the system:
31 U.S.C. 3711 through 3719.
Purpose(s):
The records in this system are used to issue bills and collect
funds due to the Government in compliance with the Debt Collection
Act of 1982, Pub. L. 97-365, 96 Stat. 1749, as amended by Pub. L. 98-
167, 97 Stat. 1104, and the Debt Collection Improvements Act of 1996,
Pub. L. 104-134, 110 Stat. 1321.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local, or foreign, charged with the responsibility of investigating
or prosecuting a violation of law, or of enforcing or implementing a
statute, rule, regulation, or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or
any component, thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or
her individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information that is compatible with the
purpose for which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative
body before which the agency is authorized to appear, when (a) the
agency, or any component thereof; or (b) any employee of the agency
in his or her official capacity; or (c) any employee of the agency in
his or her individual capacity where the Department of Justice has
agreed to represent the employee; or (d) the United States, where the
agency determines that litigation is likely to affect the agency or
any of its components, is a party to the litigation or has an
interest in such litigation, and the use of such records by the
Department of Justice is deemed by the agency to be relevant and
necessary to the litigation, providing, however, that in each case,
the agency determines that disclosure of the records to the
Department of Justice is a use of the information that is compatible
with the purpose for which the records were collected.
(4) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made on behalf of the individual.
(5) Information will be forwarded to another Federal agency when
a Federal employee accepts employment with another Federal agency.
(6) Referral of information regarding indebtedness to the Defense
Manpower Data Center, Department of Defense, and the United States
Postal Service for the purpose of conducting computer matching
programs to identify and locate individuals receiving Federal salary
or benefit payments and who are delinquent in their payments of debts
owed to the U.S. Government in order to collect debts by voluntary
repayment, administrative, or salary offset procedures under the
provisions of 5 U.S.C. 5514 or through collection agencies under the
provisions of 31 U.S.C. 3718.
(7) Information contained in this system of records may be
disclosed to a debt collection agency when USDA determines such
referral is appropriate for collecting the debtor's account as
provided for in U.S. Government contracts with collection agencies
executed pursuant to 31 U.S.C. 3718.
(8) Where prior collection efforts have failed, the USDA will
refer to the Department of the Treasury information from this system
of records concerning past-due legally enforceable debts for offset
against tax refunds that may become due the debtors for the tax year
in which referral is made in accordance with IRS regulation at 26 CFR
301.6402-6T, offset of Past-due Legally Enforceable Debt Against
Overpayment, and under the authority contained in 31 U.S.C. 3720A.
(9) Information contained in this system of records may be
disclosed to a consumer reporting agency in accordance with 31 U.S.C.
3711(f).
(10) Information contained in this system of records, related to
non-tax debts or claims that are delinquent for 180 days, will be
sent to the Secretary of the Treasury or to other Federal agencies
designated by the Secretary of the Treasury for the purpose of
offsetting Federal payments to collect delinquent debts, owed to the
Federal Government. Records will be matched by Taxpayer
Identification Number (TIN) and name. For an individual, the TIN is
the Social Security Number. For a business, the TIN is the Employer
Identification Number. The release of this information is in
accordance with 31 U.S.C. 3716 and 4 CFR part 102.
Policies and practices for strong, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on magnetic tape files, disk files, and in
folders at the National Finance Center.
Retrievability:
Records in the administrative billings and collections data base
are retrieved by Social Security Number and by name of individual or
equivalent identifying number. Records in the claims data base are
retrieved by the claim number, by Social Security Number and name of
individual, or by equivalent identifying number.
Safeguards:
Magnetic tape files and disk files are kept in a locked computer
room and tape library which can be accessed by authorized personnel
only. File folders are maintained in secured areas with access by
authorized personnel only. Disk files are password protected to limit
access to authorized personnel only. Online access by National
Finance Center and other agency personnel is password protected.
Retention and disposal:
Master history magnetic tapes are retained in accordance with a
tape library management schedule. Manual records are transferred to
the Federal Records Center for storage and disposition in accordance
with General Services Administration regulations.
System manager(s) and address:
Director, National Finance Center, OCFO, USDA, PO Box 60000, New
Orleans, Louisiana 70160.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him/her from the System Manager. A request for
information pertaining to an individual should be in writing and
should contain: name, address, Social Security Number, and
particulars involved (i.e., dates of claims, copies of
correspondence, etc.).
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in the system which pertain to him/her by
submitting a written request to the System Manager.
Record source categories:
Information in this system comes primarily from USDA employees,
former USDA employees, non-USDA employees, agency claimants, and USDA
or other investigative personnel.
USDA/OFM-4
System name: Travel and Transportation System, USDA/OFM.
System location:
National Finance Center, OFM, USDA, New Orleans, Louisiana 70160.
Categories of individuals covered by the system:
Individuals who have funds advanced to them for official travel
use, individuals who have U.S. Government Transportation Requests
assigned to them for purchasing tickets to be used for official
travel, approving officials, and individuals who perform official
USDA travel and are reimbursed with Government funds are included in
this system.
Categories of records in the system:
This system consists of complete files on advances to and
repayments by individuals, assignment and use of Government
Transportation Requests by individuals, and payments for official
travel to individuals.
Authority for maintenance of the system:
5 U.S.C. Chapter 57; FPMR 101-7.
Purpose(s):
The records in this system are used to process employee travel
advances and reimbursements and to process payments for services
provided by common carriers.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, or rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or
any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or
her individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information that is compatible with the
purpose for which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative
body before which the agency is authorized to appear, when (a) the
agency, or any component thereof; or (b) any employee of the agency
in his or her official capacity; or (c) any employee of the agency in
his or her individual capacity where the Department of Justice has
agreed to represent the employee; or (d) the United States, where the
agency determines that litigation is likely to affect the agency or
any of its components, is a party to the litigation or has an
interest in such litigation, and the use of such records by the
Department of Justice is deemed by the agency to be relevant and
necessary to the litigation, providing, however, that in each case,
the agency determines that disclosure of the records to the
Department of Justice is a use of the information that is compatible
with the purpose for which the records were collected.
(4) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made on behalf of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on computer tapes, disks and in file
folders at the National Finance Center addressed above.
Retrievability:
Records are retrieved by Social Security Number and by name of
individual.
Safeguards:
Magnetic tape files and disk files are kept in a locked computer
room and tape library which can be accessed by authorized personnel
only. File folders are maintained in secured areas with access by
authorized personnel only. Disk files are password protected to limit
access to authorized personnel only. On-line access by National
Finance Center and agency personnel is password protected.
Retention and disposal:
Master history magnetic tapes are retained in accordance with a
tape library management schedule. Manual records are transferred to
the Federal Records Center for storage and disposition in accordance
with General Services Administration regulations.
System manager(s) and address:
Director, National Finance Center, OFM, USDA, PO Box 60,000, New
Orleans, Louisiana 70160.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the System Manager. A request for
information pertaining to an individual should be in writing and
should contain: Name, address, social security number and particulars
involved.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Contesting record procedures:
Any individual may obtain information on procedures for
contesting a record in the system that pertains to him/her by
submitting a written request to the System Manager.
Record source categories:
Information in this system comes primarily from individuals who
request advances prior to travel, submit Travel Vouchers for
reimbursement after travel is performed, or request Government
Transportation Requests for use in purchasing passenger tickets. Some
of the information is obtained from the payroll and personnel systems
maintained by the National Finance Center.
USDA/OFM-5
System name: Imprest Fund Payment System, USDA/OFM.
System location:
National Finance Center, OFM, USDA, New Orleans, Louisiana 70160.
Categories of individuals covered by the system:
All USDA imprest cashiers and alternates and USDA employees
designated as chiefs of field party.
Categories of records in the system:
This automated system establishes master files containing the
name, social security number, employment address and telephone, and
amount of advance for each cashier, alternate cashier, and chief of
field party. It also includes records of disbursements,
reimbursements, accountability reports and verification, and audit of
funds.
Authority for maintenance of the system:
31 U.S.C. 3322, and 3321; I TFM 4-3000.
Purpose(s):
The records in this system are used to process advances and
reimbursement vouchers for imprest fund cashiers and chiefs of field
parties.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, or rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or
any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or
her individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information that is compatible with the
purpose for which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative
body before which the agency is authorized to appear, when (a) the
agency, or any component thereof; or (b) any employee of the agency
in his or her individual capacity; or (c) any employee of the agency
in his or her individual capacity where the Department of Justice has
agreed to represent the employee; or (d) the United States, where the
agency determines that litigation is likely to affect the agency or
any of its components, is a party to the litigation or has an
interest in such litigation, and the use of such records by the
Department of Justice is deemed by the agency to be relevant and
necessary to the litigation, providing, however, that in each case,
the agency determines that disclosure of the records to the
Department of Justice is a use of the information that is compatible
with the purpose for which the records were collected.
(4) Disclosure may be made to a congressional office from the
record of an individual in response to any inquiry from the
congressional office made on behalf of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on microfilm cartridges, magnetic tape
files, disk files, and file folders.
Retrievability:
Records are retrieved primarily by social security number of the
individual cashier, alternate cashier, or chief of party; and
secondarily by imprest fund number.
Safeguards:
Magnetic tapes files and disk files are kept in a locked computer
room and tape library which can be accessed by authorized personnel
only. File folders are maintained in secured areas with access by
authorized personnel only. Disk files are password protected to limit
access to authorized personnel only. On-line access by National
Finance Center and agency personnel is password protected.
Retention and disposal:
Master history magnetic tapes are retained in accordance with a
tape library management schedule. Manual records are transferred to
the Federal Records Center for storage and disposition in accordance
with General Services Administration regulations.
System manager(s) and address:
Director, National Finance Center, OFM, USDA, PO Box 60,000, New
Orleans, Louisiana 70160.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the System Manager. A request for
information pertaining to an individual should be in writing and
should contain: Name, address, social security number and particulars
involved (i.e., date and type of document in question, etc.).
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Contesting record procedures:
Any individual may obtain information on procedures for
contesting a record in the system that pertains to him/her by
submitting a written request to the System Manager.
Record source categories:
Information in this system is derived from documents submitted by
USDA agencies.
USDA/OFM-6
System name: Uniform Allowance System, USDA/OFM.
System location:
National Finance Center, OFM, USDA, New Orleans, Louisiana 70160.
Categories of individuals covered by the system:
All USDA employees (except Forest Service) entitled to and
receiving allowances for the purchase of uniforms. Forest Service
employees are covered by another system of records, USDA/FS-3,
Uniform Allowance System, published in the Federal Register on
October 20, 1986 (Vol. 51, No. 202 p. 37208).
Categories of records in the system:
This system consists of complete files on advances, accruals, and
payments to individuals within the Department for uniform allowances.
Authority for maintenance of the system:
5 U.S.C. 301 and 5 U.S.C. 5901 through 5903.
Purpose(s):
The records in this system are used to process advances,
accruals, and payments of uniform allowance.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or
any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or
her individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information that is compatible with the
purpose for which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative
body before which the agency is authorized to appear, when (a) the
agency, or any component thereof; or (b) any employee of the agency
in his or her official capacity; or (c) any employee of the agency in
his or her individual capacity where the Department of Justice has
agreed to represent the employee; or (d) the United States, where the
agency determines that litigation is likely to affect the agency or
any of its components, is a party to the litigation or has an
interest in such litigation, and the use of such records by the
Department of Justice is deemed by the agency to be relevant and
necessary to the litigation, providing, however, that in each case,
the agency determines that disclosure of the records to the
Department of Justice is a use of the information that is compatible
with the purpose for which the records were collected.
(4) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made on behalf of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on computer tapes, disks and in file
folders at the National Finance Center addressed above.
Retrievability:
Records are indexed by name and social security number of
individual employee.
Safeguards:
Magnetic tape files and disk files are kept in a locked computer
room and tape library which can be accessed by authorized personnel
only. File folders are maintained in secured areas with access by
authorized personnel only. Disk files are password protected to limit
access to authorized personnel. On-line access by National Finance
Center and agency personnel is password protected.
Retention and disposal:
Master history magnetic tapes are retained in accordance with a
tape library management schedule. Manual records are transferred for
storage and disposition to the Federal Records Center in accordance
with General Services Administration regulations.
System manager(s) and address:
Director, National Finance Center, OFM, USDA, PO Box 60,000, New
Orleans, Louisiana 70160.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the System Manager. A request for
information pertaining to an individual should be in writing and
should contain: Name, address, social security number and particulars
involved.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in the system which pertains to him/her by
submitting a request to the System Manager.
Record source categories:
Information in this system comes from USDA agency records.
USDA/OFM-7
System name: SF-1099 Reporting System, USDA/OFM.
System location:
National Finance Center, OFM, USDA, New Orleans, Louisiana 70160.
Categories of individuals covered by the system:
Individuals (excluding USDA employees) who receive payments in
the form of rents, royalties, prizes or awards; individuals
(excluding USDA employees) who receive payments for non-personal
service contracts, commissions, or compensation for services which
are subject to SF-1099 reporting requirements.
Categories of records in the system:
The automated system establishes a master file containing the
individual's name, address, social security number (or employer
identification number), ZIP code, amount of payment, and other
information necessary to accurately identify covered payment
transactions applicable to SF-1099 reporting requirements.
Authority for maintenance of the system:
26 U.S.C. 6011 and 6109, and 26 CFR 301.6109-1.
Purpose(s):
The records in this system are used to accumulate payments made
to individuals that are subject to Form 1099 tax reporting.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the appropriate agency, whether Federal, State,
local or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute, or rule, regulation or order issued pursuant thereto, of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation or order issued
pursuant thereto.
(2) Referral to the Department of Justice when (a) the agency, or
any component thereof; or (b) any employee of the agency in his or
her official capacity; or (c) any employee of the agency in his or
her individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to the litigation or has an interest in
such litigation, and the use of such records by the Department of
Justice is deemed by the agency to be relevant and necessary to the
litigation, providing, however, that in each case, the agency
determines that disclosure of the records to the Department of
Justice is a use of the information that is compatible with the
purpose for which the records were collected.
(3) Disclosure in a proceeding before a court or adjudicative
body before which the agency is authorized to appear, when (a) the
agency, or any component thereof; or (b) any employee of the agency
in his or her official capacity; or (c) any employee of the agency in
his or her individual capacity where the Department of Justice has
agreed to represent the employee; or (d) the United States, where the
agency determines that litigation is likely to affect the agency or
any of its components, is a party to the litigation or has an
interest in such litigation, and the use of such records by the
Department of Justice is deemed by the agency to be relevant and
necessary to the litigation, providing, however, that in each case,
the agency determines that disclosure of the records to the
Department of Justice is a use of the information that is compatible
with the purpose for which the records were collected.
(4) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made on behalf of the individual.
(5) Information from this system of records will be forwarded to
the Internal Revenue Service for income tax purposes.
(6) Release of information to other USDA agencies for internal
processing purposes.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on computer tapes, disks and in file
folders at the National Finance Center addressed above.
Retrievability:
Records are retrieved by social security or employee
identification number.
Safeguards:
Magnetic tape files and disk files are kept in a locked computer
room and tape library which can be accessed by authorized personnel
only. File folders are maintained in secured areas with access by
authorized personnel only. Disk files are password protected to limit
access to authorized personnel only. On-line access by National
Finance Center and agency personnel is password protected.
Retention and disposal:
Master history magnetic tapes are retained in accordance with a
tape library management schedule. Manual records are transferred to
the Federal Records Center for storage and disposition in accordance
with General Services Administration regulations.
System manager(s) and address:
Director, National Finance Center, OFM, USDA, PO Box 60,000, New
Orleans, Louisiana 70160.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the System Manager. A request for
information pertaining to an individual should be in writing and
should contain: Name, address, social security number and particulars
involved (i.e., transaction dates, copies of relevant transaction
documentation, etc.).
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in the system which pertains to him/her by
submitting a written request to the System Manager.
Record source categories:
Information in this system comes primarily from individuals who
provide covered goods or services to USDA agencies.
Office of the General Counsel
USDA/OGC-1
System name: Cases against the Department under the Federal
Meat Inspection Act, the Poultry Products Inspection Act, the
voluntary inspection, meat and poultry grading, and certification
provisions of the Agricultural Marketing Act of 1946, and related
laws, USDA/OGC.
System location: Office of the General Counsel, Regulatory
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated or not regulated by the subject Acts who bring suit against
the Government or a Government official pursuant to, or as a
consequence of the Department's administration of, the subject Acts.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
the subject Acts.
Authority for maintenance of the system: 21 U.S.C. 601 et seq., 21
U.S.C. 451 et seq., 7 U.S.C. 1621 et seq., and 7 U.S.C. 450.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administration
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Regulatory Division, OGC, USDA, Washington, DC, telephone 202-447-
5550. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-2
System name: Cases against the Department under the Humane
Methods of Livestock Slaughter Law (i.e., the Act of August 27,
1958), USDA/OGC.
System location: Office of the General Counsel, Regulatory
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated or not regulated by the subject Act who bring suit against
the Government or a Government official pursuant to, or as a
consequence of the Department's administration, the subject Act.
Categories of records in the system: The system consits of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
the subject Act.
Authority for maintenance of the system: 7 U.S.C. 1901-1906.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Regulatory Division, OGC, USDA, Washington, DC, telephone 202-447-
5550. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-3
System name: Cases Against the Department under the 28 Hour
Law, as amended, USDA/OGC.
System location: Office of the General Counsel, Regulatory
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated or not regulated by the subject Act who bring suit against
the Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
the subject Act.
Authority for maintenance of the system: 45 U.S.C. 71-74.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Regulatory Division, OGC, USDA, Washington, DC, telephone 202-447-
5550. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-4
System name: Cases Against the Department under the Various
Animal Quarantine and Related Laws, USDA/OGC.
System location: Office of the General Counsel, Regulatory
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated or not regulated by the subject Act who bring suit against
the Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
the subject Acts.
Authority for maintenance of the system: 21 U.S.C. 101-135b, 19
U.S.C. 1306, 1202, 46 U.S.C. 466a-466b, and 7 U.S.C. 450.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Regulatory Division, OGC, USDA, Washington, DC, telephone 202-447-
5550. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-5
System name: Cases Against the Department under the Various
Plant Protection and Quarantine and Related Laws, USDA/OGC.
System location: Office of the General Counsel, Regulatory
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated or not regulated by the subject Acts who bring suit against
the Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Acts.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
the subject Acts.
Authority for maintenance of the system: 7 U.S.C. 145, 147a, 148-
148e, 149, 150-150g, 150aa-150jj, 151-165, 167, 166, 281-282, 450,
1651-1656, 2801-2813.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Regulatory Division, OGC, USDA, Washington, DC, telephone 202-447-
5550. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-6
System name: Cases by the Department under the Federal Meat
Inspection Act, the Poultry Products Inspection Act, and the
Voluntary Inspection, Meat and Poultry Grading, and Certification
Provisions of the Agricultural Marketing Act of 1946, USDA/OGC.
System location: Office of the General Counsel, Regulatory
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Acts and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Acts.
Authority for maintenance of the system: 21 U.S.C. 601 et seq., 21
U.S.C. 451 et seq., and 7 U.S.C. 1621 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the reponsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a (k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-7
System name: Cases by the Department under the Humane Methods
of Livestock Slaughter Law (i.e., the Act of August 27, 1958),
USDA/OGC.
System location: Office of the General Counsel, Regulatory
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 1901-1906.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation, or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Regulatory Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a (k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-8
System name: Cases by the Department under the 28 Hour Law, as
amended, USDA/OGC.
System location: Office of the General Counsel, Regulatory
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 45 U.S.C. 71-74.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant therto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office of file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director Regulatory Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-9
System name: Cases by the Department under the Various Animal
Quarantine and Related Laws, USDA/OGC.
System location: Office of the General Counsel, Regulatory
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Acts and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Acts.
Authority for maintenance of the system: 21 U.S.C. 101-135b, 19
U.S.C. 1306, 1202, and 46 U.S.C. 466a-466b.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director of Regulatory Division,
OGC, USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a (k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-10
System name: Cases by the Department under the Various Plant
Protection and Quarantine and Related Laws, USDA/OGC.
System location: Office of the General Counsel, Regulatory
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Acts and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Acts.
Authority for maintenance of the system: 7 U.S.C. 145, 147a, 148-
148e, 149, 150-150g, 150aa-150jj, 151-165, 167, 166, 281-282, 1651-
1656, 2801-2813.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director of Regulatory Division,
OGC, USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-11
System name: Community Development Division Litigation, USDA/
OGC.
System location: Office of the General Counsel, USDA 14th and
Independence Ave., SW, Washington, DC 20250, and offices of Regional
Attorneys and Attorneys-in-Charge, OGC, USDA, at the following
locations: Albuquerque, New Mexico; Atlanta, Georgia; Chicago,
Illinois; Denver, Colorado; Harrisburg, Pennsylvania; Little Rock,
Arkansas; Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Past and present
parties to litigation involving FmHA program participants and parties
against whom litigation was proposed but not commenced.
Categories of records in the system: The system consists of
records on individual litigation cases, sometimes including FmHA loan
dockets, copies of documents filed with State and Federal agencies,
court records, legal opinions, correspondence, investigation reports,
contracts, and related documents.
Authority for maintenance of the system: 5 U.S.C. 201, 42 U.S.C.
1471-1490; 4401-19; 4453-55 and 7 U.S.C. 1021-29.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto. (2)
Referral to a court, magistrate, or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, or any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery. (3)
Referral to Department of Justice for suits against the United States
or its officers or instrumentalities concerning USDA activities. (4)
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders in file cabinets.
Retrievability: Records are indexed by name; sometimes cross-
indexed.
Safeguards: Files stored in Attorney's office.
Retention and disposal: Files sent to Federal Records Center when
cases are closed, some retained indefinitely for research purposes.
System manager(s) and address: Director, Community Development
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney-in-Charge at the address specified
above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
the appropriate Regional Attorney or Attorney-in-Charge. A request
should indicate the name, address and particulars involved.
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the System Manager
or appropriate Regional Attorney or Attorney-in-Charge.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Records in this system come from Federal
and State courts, witnesses, agency employees, attorney, title
companies, Farmers Home Administration loan, grant, and applicant
dockets, and the Department of Justice.
Systems exempted from certain provisions of the act: Those records
in this system which consist of investigatory material compiled for
law enforcement purposes have been exempted pursuant to 5 U.S.C.
552a(k)(2) from the requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1),
(e)(4)(G), (H) and (I), and (f). See 7 CFR 1.123. Individual access
to these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-12
System name: Farmers Home Administration (FmHA) General Case
Files, USDA/OGC.
System location: Offices of Regional Attorneys and Attorney-in-
Charge, OGC, USDA, at the following locations: Albuquerque, New
Mexico; Atlanta, Georgia; Chicago, Illinois; Denver, Colorado;
Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Missoula, Montana; Ogden, Utah; Portland, Oregon; San
Francisco, California; Santurce, Puerto Rico; Shawnee Mission,
Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Primarily
applicants for FmHA financial assistance and FmHA borrowers and
grantees; in some regional offices also parties to litigation,
purchasers of FmHA security property, vendors to FmHA borrowers,
contractors and builders of FmHA financed projects, packagers of FmHA
loan dockets, real estate salesmen and brokers dealing with FmHA
property applicants or having a security interest in property owned
or financed or to be financed by FmHA or to whom FmHA notes are
assigned, present and former owners and holders of an interest in
real property serving as security for FmHA loans, third party
converters, and individuals who file claims against FmHA.
Categories of records in the system: Records on individual
applicant, borrower or grantee cases, sometimes including FmHA loan
dockets, copies of promissory notes and security instruments, title
evidence, legal opinions, correspondence, investigation reports,
contracts, pleadings, legal documents covering foreclosures and loan
or grant making or servicing, title opinions, contracts, closing
instructions, notices, and related documents.
Authority for maintenance of the system: 5 U.S.C. 301, 42 U.S.C
1471-1490, 4401-19; 4453-55 and 7 U.S.C 1921-92.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral of
certain records to trustees for reconveyance or foreclosure of deeds
of trust, or correction of errors, to appropriate State and County
officials for recording or filing of legal documents, to title
companies or Bureau of Indian Affairs for title clearance, to
appropriate agencies and individuals for institution of nonjudicial
foreclosure and other loan servicing and liquidation actions, and to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto. (2)
Referral to a court, magistrate, or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, or any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery. (3)
Referral to Department of Justice for suits against the United States
or its officers or instrumentalities concerning USDA activities. (4)
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the addresses
listed above.
Retrievability: Records are usually indexed by the name of the
individual on whom the file is maintained. In some instances records
are maintained in numerical order corresponding to the FmHA account
number. In some instances they are also cross-indexed by the names of
individuals mentioned in the files.
Safeguards: Records are kept in locked offices. Secretive
materials such as Office of Investigation reports are kept in locked
drawers or file cabinets.
Retention and disposal: Records are usually retained for 12 to 18
months after the case is closed. In some Regional Offices certain
records are maintained indefinitely, primarily for research value.
System manager(s) and address: Appropriate Regional Attorney or
Attorney-in-Charge.
Notification procedure: Any individual may request information
regarding this system of records, or information whether the system
contains records pertaining to him from the appropriate System
Manager. A request should contain the name and address of the
individual involved and as much other identifying information as
possible.
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request for same to the
appropriate System Manager at the above address.
Contesting record procedures: Same as Records Access Procedures.
Record source categories: Information in this system comes
primarily from applicants, borrowers, grantees, FmHA or other USDA
employees, attorneys, credit reporting agencies, title companies, and
State and Federal government agencies.
Systems exempted from certain provisions of the act: Those records
in this system which consist of investigatory material compiled for
law enforcement purposes have been exempted pursuant to 5 U.S.C.
552a(k)(2) from the requirements of 5 U.S.C. 552a (c)(3), (d),
(e)(1), (e)(4) (G), (H) and (I), and (f). See 7 CFR 1.123. Individual
access to these files could impair investigations and alert subjects
of investigations that their activities are being scrutinized, and
thus allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-13
System name: Claims by and Against USDA under the Food
Assistance Legislation, USDA/OGC.
System location: Office of the General Counsel, Food and Nutrition
Division, USDA, Washington, DC and Offices of Regional Attorneys and
Attorneys-in-Charge, OGC, USDA, at the following locations:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Missoula, Montana; Ogden, Utah; Portland, Oregon; Raleigh,
North Carolina; San Francisco, California; Santurce, Puerto Rico;
Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel''.
Categories of individuals covered by the system: Individuals who
seek to participate in the Food Stamp Act of 1964; National School
Lunch Act, or Child Nutrition Act of 1966, and individuals reported
to be in violation of one or more of these acts.
Categories of records in the system: The system consists of files
on all individual cases, including investigation reports, pleadings,
transcripts, legal correspondence, statements of witnesses, and
related documents.
Authority for maintenance of the system: 7 U.S.C. 2011-2026; 42
U.S.C. 1751-1763; 42 U.S.C. 1771-1786.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to a
court, magistrate, or administrative tribunal, or to opposing counsel
in a proceeding before any of the above, of any record within the
system which constitutes evidence in that proceeding, or which is
sought in the course of discovery. (2) Referral to the appropriate
agency, whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law, or
of enforcing or implementing the statute, rule, regulation or order
issued pursuant thereto, of any record within this system when
information available indicates a violation or potential violation of
law, whether civil, criminal, or regulatory in nature, and whether
arising by general statute or particular program statute, or by rule,
regulation or order issued pursuant thereto. (3) Referral to the
Department of Justice for defense of suits brought against the United
States or its officers, and for institution of suit for recovery of
claims by USDA. (4) Disclosure may be made to a congressional office
from the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
locations listed above.
Retrievability: Records are indexed by the name of the individual
involved.
Safeguards: Records are kept in a locked office file cabinet.
Retention and disposal: Records are maintained for a length of
time left to the discretion of the Director of the Food and Nutrition
Division or Regional Attorney or Attorney-in-Charge, after legal
action has been concluded.
System manager(s) and address: Director, Food and Nutrition
Division, OGC, USDA, Washington, DC 20250. Each Regional Attorney or
Attorney-in-Charge at the locations specified above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director, Food and
Nutrition Division, OGC, USDA, Washington, DC, telephone 202-447-
4631, or the appropriate Regional Attorney or Attorney-in-Charge at
the locations specified above. A request for information pertaining
to an individual should contain his name, address, and the
particulars involved (i.e. the date of any action complained of, date
a claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may obtain
information concerning the process for contesting a record in the
system that pertains to him by following the procedures referred to
directly above.
Record source categories: Information in this system comes
primarily from claimants, witnesses, agency employees, and
investigative personnel.
Systems exempted from certain provisions of the act: The portions
of the system consisting of investigatory material that has been
compiled for law enforcement purposes have been exempted pursuant to
5 U.S.C. 552a(k)(2), from the requirements of 5 U.S.C. 552a(c)(3),
(d), (e)(1), (e)(4)(G), (H) and (I), and (f). Individual access to
these files could impair investigations and alert the subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action. Disclosure of investigative technique and procedures, and of
the identity of confidential sources of information, would hamper law
enforcement activity.
USDA/OGC-14
System name: Perishable Agricultural Commodities Act, USDA/
OGC--Disciplinary Proceedings to Deny Issuance of a License to an
Applicant Thereunder or to Suspend or Revoke a License Already
Issued, or to Publish the Facts and Circumstances of Violations of
the Act.
System location: Office of the General Counsel, Food and Nutrition
Division, USDA, Washington, DC, and offices of Regional Attorneys and
Attorneys-in-Charge, OGC, USDA, at the following locations:
Albuquerque, New Mexico; Missoula, Montana; Atlanta, Georgia; Ogden,
Utah; Chicago, Illinois; Portland, Oregon; Denver, Colorado;
Harrisburg, Pennsylvania; San Francisco, California; Santurce, Puerto
Rico; Little Rock, Arkansas; Shawnee Mission, Kansas; Milwaukee,
Wisconsin; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals who
apply for or who hold licenses to do business in the perishable
agricultural commodities industry in their individual capacities;
partners of partnerships which apply for or which hold licenses to do
business in the perishable agricultural commodities industry;
officers, directors and holders of 10 percent or more of the stock of
corporations which apply for or hold licenses to do business in the
perishable agricultural commodities industry under the Perishable
Agricultural Commodities Act of 1930, as amended, are included in
this system of records.
Categories of records in the system: The system consists of
reports of investigation, statements of witnesses, agency reports.
Authority for maintenance of the system: 7 U.S.C. 499a et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Use by the Office
of the General counsel for (1) administrative proceedings pursuant to
the Administrative Procedure Act to deny the issuance of a license to
an applicant therefor to do business in the perishable agricultural
commodities industry; (2) administrative proceedings pursuant to the
Administrative Procedure Act to suspend or revoke an already existent
license, or alternatively to have the facts and circumstances of
violations published for violations thereof by the holder of such
license; (3) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the addresses
listed above.
Retrievability: Records are indexed by name of individual license
applicant or holder.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained indefinitely.
System manager(s) and address: Director, Food and Nutrition
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney-in-Charge at the addresses specified
above.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or to escape administrative procedures to deny to them the
issuance of a license or to suspend or revoke such license, or to
have published the facts and circumstance of the violations.
Disclosure of investigative techniques and procedures and the
existence and identity of confidential sources of information would
hamper law enforcement activity.
USDA/OGC-15
System name: Agricultural Stabilization and Conservation
Service (ASCS), Foreign Agricultural Service (FAS), Office of the
General Sales Manager (OGSM) and Commodity Credit Corporation
(CCC) Cases, USDA/OGC.
System location: Office of the General Counsel, Washington, DC,
and/or Offices of Regional Attorneys and Attorneys-in-Charge, OGC,
USDA, at the following locations: Albuquerque, New Mexico; Atlanta,
Georgia; Chicago, Illinois; Denver, Colorado; Harrisburg,
Pennsylvania; Little Rock, Arkansas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California: Santurce, Puerto Rico;
Shawnee Mission, Kansas; Milwaukee, Wisconsin; Stillwater, Oklahoma;
Temple, Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals who
apply for and/or receive marketing quotas or acreage allotments from
ASCS, or loans, payments, credits or indemnities from ASCS, FAS, OGSM
or CCC; or who apply for and/or enter into contracts or agreements
with ASCS, FAS, OGSM or CCC or participate in programs financed or
administered by ASCS, FAS, OGSM or CCC, or who violate or may have
violated ASCS, FAS, OGSM or CCC regulations, federal or state laws,
or who may otherwise be involved in litigation with ASCS, FAS, OGSM
or CCC.
Categories of records in the system: Contains files on individual
cases, including but not limited to the original or copies of loan
applications, program forms, security agreements, mortgages, notes,
program participation agreements, repayment records, financial status
reports, statements of account, collector's contact report, agency
recommendations for making, servicing or liquidating loans,
collection of civil penalties, readjustment of allotments and quotas,
contracts, closing instructions, legal opinions, title evidence,
investigation reports, agency recommendation for the institution of
respondence and material, intradepartmental memos and
interdepartmental letters, pleadings, transcripts of hearings, and
other legal documents.
Authority for maintenance of the system: 7 U.S.C. 135b note, 442-
449, 612c-3, 624, 1110-1162, 1282-1292, 1301-1393, 1421-1449, 1692,
1701-1710, 1721-1725, 1731-1736e, 1707a, 1781-1787, 1851-1857; 15
U.S.C. 713a, 714-714p; 16 U.S.C. 590g-590q, 1501-1510; 18 U.S.C. 286-
287, 371, 1001; 19 U.S.C. 1202 Note, 31 U.S.C. 231-235; 7 CFR 2.31,
part 6, part 16, part 17, part 20, part 700-896, chap. XIV, 22 CFR
part 211.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the U.S. Department of Justice for defense of suits brought against
the United States, its agencies or its officers, and for institution
of suits for recovery of claims by USDA or CCC; (2) referral to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program statute,
or by rule, regulation or order issued pursuant thereto; (3) referral
to a court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record within
the system which constitutes evidence in that proceeding, or which is
sought in the course of discovery; (4) disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
addresses listed above.
Retrievability: Records are indexed by name of individual on whom
the file is primarily maintained. In some instances, they are also
cross indexed by the names of other individuals mentioned in the
files.
Safeguards: Records are kept in a locked office, locked file
cabinet or locked drawers.
Retention and disposal: Records are maintained until case is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Foreign Agriculture and
Commodity Stabilization Division, OGC, USDA, Washington, DC 20250, or
the appropriate Regional Attorney or Attorney-in-Charge at the
address specified above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director, Foreign
Agriculture and Commodity Stabilization Division, OGC, USDA,
Washington, DC 20250, telephone 202-447-2562, or the appropriate
Regional Attorney or Attorney-in-Charge at the address listed above.
If the specific location of the record is not known, the individual
should address his request to the Director, Foreign Agriculture and
Commodity Stabilization Division, OGC, USDA, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain his name, address, and
particulars involved.
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request for same to the
appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as record access procedures.
Record source categories: From individuals categorized above,
referring agency, employees, farmers, warehousemen, borrowers, loan
applicants, title companies, title and lien searches, investigative
personnel, attorneys, and from others.
Systems exempted from certain provisions of the act: The portion
of this system which consist of investigatory material compiled for
law enforcement purposes, has been exempted pursuant to 5 U.S.C.
552a(k)(2) from the requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1),
(e)(4)(G), (H) and (I) and (f). See 7 CFR 1.123. Individual access to
these files could (1) impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution; and (2) disclose investigative
techniques and procedures and the existence and identity of
confidential sources.
USDA/OGC-16
System name: Federal Crop Insurance Corporation (FCIC) Cases,
USDA/OGC.
System location: Office of the General Counsel, Washington, DC
and/or Offices of Regional Attorneys and Attorneys-in-Charge, OGC,
USDA, at the following locations: Albuquerque, New Mexico; Atlanta,
Georgia; Portland, Oregon; Chicago, Illinois; San Francisco,
California; Denver, Colorado; Shawnee Mission, Kansas; Harrisburg,
Pennsylvania; Stillwater, Oklahoma; Little Rock, Arkansas; Temple,
Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals who
apply for and/or have insurance contracts with the FCIC; who have
delinquent premiums or are otherwise indebted to FCIC; who have
indemnity claims against FCIC; who are suspected of fraudulent
dealings with FCIC; who violate or may have violated FCIC
regulations, federal or state laws; or who may otherwise be involved
in litigation with FCIC.
Categories of records in the system: Contains files on individual
cases, including but not limited to the originals or copies of
insurance contracts (application, policy and endorsements), reports
of FCIC personnel with respect to the application, claims for
indemnities or other matters pertaining to the contract, program
forms, acreage reports, production records, statements of account,
financial report, collector's contact report, agency recommendation
for services, agency recommendation for the institution of criminal
and civil action, investigation reports, correspondence, legal
opinions, various correspondence and material, intra- and inter-
departmental memos and letters, transcripts of hearings, pleadings
and other legal documents.
Authority for maintenance of the system: 7 U.S.C. 1501-1520; 18
U.S.C. 657-658, 1001, 1006, 1014, 1903; 31 U.S.C. 231; 7 CFR 2.31,
401-413.25
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the U.S. Department of Justice for defense of suits brought against
the United States, its agencies, or its officers, and for institution
of suits for recovery of claims by USDA; (2) referral to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program statute,
or by rule, regulation or order issued pursuant thereto; (3) referral
to a court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record within
the system which constitutes evidence in that proceeding, or which is
sought in the course of discovery. (4) Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual on whom
the file is primarily maintained. In some instances, they are also
cross indexed by the names of other individuals mentioned in the
files.
Safeguards: Records are kept in a locked office, locked cabinets
or locked drawers.
Retention and disposal: Records are maintained until case is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Foreign Agricultural and
Commodity Stabilization Division, OGC, USDA, Washington, DC 20250, or
the appropriate regional Attorney or Attorney-in-Charge at the
address specified above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director, Foreign
Agriculture and Commodity Stabilization Division, OGC, USDA,
Washington, DC, telephone 202-447-2562, or the appropriate Regional
Attorney or Attorney-in-Charge at the address listed above. If the
specified location of the record is not known, the individual should
address his request to the Director, Foreign Agricultural and
Commodity Stabilization Division, OGC, USDA, who, if necessary, will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain his name, address, and
particulars involved.
Record access procedures: Any individual may obtain information as
to the procedure for gaining access to a record in the system which
pertains to him by submitting a written request for same to the
appropriate official referred in the preceding paragraph.
Contesting record procedures: Same as for record access
procedures.
Record source categories: From individuals categorized above,
referring agency employees, farmers, investigative personnel,
attorneys and from others.
Systems exempted from certain provisions of the act: The portion
of this system which consist of investigatory material compiled for
law enforcement purpose has been exempted pursuant to 5 U.S.C.
552a(k)(2) from the requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1),
(e)(4)(G), (H) and (I) and (f). See 7 CFR 1.123. Individual access to
these files could (1) impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution; and (2) disclose investigative
techniques and procedures and the existence and identity of
confidential sources.
USDA/OGC-17
System name: Administrative Proceedings Brought by Individuals
Pursuant to the Plant Variety Protection Act or the Egg Products
Inspection Act, as amended, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated by the subject Act who file a petition with the Secretary
pursuant to the authority of the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2321 et seq. or
21 U.S.C. 1044 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935.
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to and contesting a record in
the system which pertains to him, by submitting a written request to
the appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-18
System name: Administrative Proceedings Brought by the
Department Pursuant to the Plant Variety Protection Act, the
Federal Seed Act, or the Agricultural Marketing Act of 1946, USDA/
OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2321 et seq., 7
U.S.C. 1561 et seq. or 7 U.S.C. 1621 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-19
System name: Administrative Proceedings Brought Pursuant to the
Authority of Section 8c(15)(a) of the Agricultural Marketing
Agreement Act of 1937, as amended, or the Anti-Hog-Cholera Serum
and Hog Cholera Virus Act, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated by the subject Act who file a petition with the Secretary
of Agriculture pursuant to the authority of the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations.
Authority for maintenance of the system: 7 U.S.C. 601 et seq. or 7
U.S.C. 851 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to and contesting a record in
the system which pertains to him, by submitting a written request to
the appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-20
System name: Administrative Proceedings Brought Pursuant to the
Authority of the Cotton Research and Promotion Act, the Potato
Research and Promotion Act or the Egg Research and Consumer
Information Act, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated by the subject Act who file a petition with the Secretary
of Agriculture pursuant to the authority of the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2101 et seq., 7
U.S.C. 2611 et seq. or 7 U.S.C. 2701 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to and contesting a record in
the system which pertains to him, by submitting a written request to
the appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-21
System name: Administrative Proceedings Brought Pursuant to the
Tobacco Inspection Act or the United States Grain Standards Act,
USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
file a petition pursuant to the authority of the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 511 et seq., 7
U.S.C. 71 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to and contesting a record in
the system which pertains to him, by submitting a written request to
the appropriate official referred to in the proceeding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-22
System name: Cases Brought by the Government Pursuant to the
Cotton Futures Provisions of the Internal Revenue Code of 1954,
USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Acts and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 26 U.S.C. 4851-54, 61-65,
71-73, 75-77, 6001, 6804, 7233, 7263, 7493, 7701(a)(1), (11), (12).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director of Marketing Division,
OGC, USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a (k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-23
System name: Cases Brought Pursuant to the United States Grain
Standards Act or the Federal Seed Act in which the Government is
Defendant, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated or not regulated by the subject Act who bring suit
against the Government or a Government official pursuant to, or as a
consequence of the Department's administration of the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 71 et seq. or 7
U.S.C. 1561 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director of Marketing Division,
OGC, USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to and contesting a record in
the system which pertains to him, by submitting a written request to
the appropriate official referred to in the proceeding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-24
System name: Court Cases Brought by the Government Pursuant to
Either the Agricultural Marketing Act of 1946 or the Tobacco
Inspection Act, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 1621 et seq. or
7 U.S.C. 511 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising in general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-25
System name: Court Cases Brought by the Government Pursuant to
Either the Agricultural Marketing Agreement Act of 1937, as
amended or the Anti-Hog-Cholera Serum and Hog Cholera Virus Act,
USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC, and Offices of Regional Attorneys,
OGC, USDA, at the following locations: Atlanta, Georgia; Portland,
Oregon; San Francisco, California; Temole, Texas. Addresses of each
field office are listed in the telephone directories of the
respective cities listed above under the heading ``United States
Government, Department of Agriculture, Office of the General
Counsel.''
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 601 et seq. or 7
U.S.C. 851 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising in general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-26
System name: Court Cases Brought by the Government Pursuant to
either the Cotton Research and Promotion Act, Potato Research and
Promotion Act or the Egg Research and Consumer Information Act,
USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regarded by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2101 et seq., 7
U.S.C. 2611 et seq. or 7 U.S.C. 2701 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising in general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-27
System name: Court Cases Brought by the Government Pursuant to
Either the Export Apple and Pear Act or the Export Grape and Plum
Act, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regarded by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 581 et seq., or
7 U.S.C. 591 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising in general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-28
System name: Court Cases Brought by the Government Pursuant to
Either the Cotton Statistics and Estimates Act of 1927 or the
United States Cotton Standards Act, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regarded by the subject Act and against whom the Department
recommends that an action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 471 et seq., or
7 U.S.C. 51 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising in general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-29
System name: Court Cases Brought by the Government Pursuant to
Either the Naval Stores Act, or the Tobacco Seed and Plant
Exportation Act, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 91 et seq., or 7
U.S.C. 516 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director of Marketing Division,
OGC, USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a (k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confiential sources
of information would hamper law enforcement activity.
USDA/OGC-30
System name: Court Cases Brought by the Government Pursuant to
Either the Peanut Statistics Act or the Tobacco Statistics Act,
USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 951 et seq. or 7
U.S.C. 501 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and either arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a (k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-31
System name: Court Cases Brought by the Government Pursuant to
Either the Plant Variety Protection Act or the Egg Products
Inspection Act, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2321 et seq. or
21 U.S.C. 1031 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or excape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-32
System name: Court Cases Brought by the Government Pursuant to
Either the Produce Agency Act, or the Process or Renovated Butter
Provisions of the Internal Revenue Code of 1954, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 491 et seq. or
26 U.S.C. 4817, 4826 and 7235(c).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-33
System name: Court Cases Brought by the Government Pursuant to
Either the United States Grain Standards Act or the Federal Seed
Act, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 71 et seq. or 7
U.S.C. 1551, et seq..
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-34
System name: Court Cases Brought by the Government Pursuant to
the Agricultural Fair Practices Act, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
against whom the Department recommends that an enforcement action be
brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2301 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the indiviual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-35
System name: Court Cases Brought Pursuant to Either the Cotton
Research and Promotion Act, Potato Research and Promotion Act or
the Egg Research and Consumer Information Act in which the
Government is Defendant, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated or not regulated by the subject Act who bring suit against
the Government or a Governmental official pusuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2101 et seq., 7
U.S.C. 2611 et seq. or 7 U.S.C. 270 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to and contesting a record in
the system which pertains to him, by submitting a written request to
the appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-36
System name: Court Cases Brought Pursuant to the Agricultural
Marketing Act of 1946 or the Tobacco Inspection Act in which the
Government is Defendant, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated or not regulated by the subject Act who bring suit against
the Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 1621 et seq. or
7 U.S.C. 511 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to and contesting a record in
the system which pertains to him, by submitting a written request to
the appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-37
System name: Court Cases Brought Pursuant to the Authority of
the Agricultural Marketing Agreement Act of 1937, as amended or
the Anti-Hog-Cholera Serum and Hog Cholera Virus Act in which the
Government is Defendant, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC, and Offices of Regional Attorneys,
OGC, USDA, at the following locations: Atlanta, Georgia; Portland,
Oregon; San Francisco, California; Temple, Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals
regulated or not regulated by the subject Act who bring suit against
the Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 601 et seq. or 7
U.S.C. 851 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, Magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250, or the appropriate Regional Attorney at
the address specified above.
Notification procedure: Any individual may request information
regarding this system or records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935, or the appropriate Regional Attorney at the address listed
above. If the specific location of the record is not known, the
individual should address his request to the Director, Marketing
Division, who, if necessary, will refer it to the appropriate field
office. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to and contesting a record in
the system which pertains to him, by submitting a written request to
the appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-38
System name: Court Cases Brought Pursuant to the Plant Variety
Protection Act or the Egg Products Inspection Act in which the
Government is Defendant, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated or not regulated by the subject Act who bring suit against
the Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2321 et seq. or
21 U.S.C. 1031 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to and contesting a record in
the system which pertains to him, by submitting a written request to
the appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-39
System name: Cases against the Department under the Horse
Protection Act of 1970, as amended, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated or not regulated by the subject Act who bring suit against
the Government or a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
the subject Act.
Authority for maintenance of the system: 15 U.S.C. 1821 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-40
System name: Cases Against the Department under the Laboratory
Animal Welfare Act, as amended, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals
regulated or not regulated by the subject Act who bring suit against
the Government of a Governmental official pursuant to, or as a
consequence of the Department's administration of, the subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2131 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.)
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-41
System name: Cases by the Department under the Horse Protection
Act of 1970, as amended, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated or not regulated by the subject Act and against whom
the Department recommends that an enforcement action be brought by
the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 15 U.S.C. 1821 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This sytem
has been exempted pursuant to 5 U.S.C. 552a (k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-42
System name: Cases by the Department under the Laboratory
Animal Welfare Act, as amended, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 2131 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2 from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-43
System name: Administrative Proceedings Brought by the
Department, Court Cases in which the Government is Plaintiff and
Court Cases in which the Government is a Defendant Brought
Pursuant to the United States Warehouse Act, USDA/OGS.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government or
individuals regulated or not regulated by the subject Act who brings
suit against the Government or a Governmental official pursuant to,
or as a consequence of the Department's administration of, the
subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 241-273.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office of file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate record centers in
accordance with such directives.
System manager(s) and address: Director Marketing Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Marketing
Division, OGC, USDA, Washington, DC, telephone 202-447-5935. A
request for information pertaining to an individual should contain:
Name, address, and particulars involved (i.e., the name of action
filed, Act filed under, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to and contesting a record in
the system which pertains to him, by submitting a written request to
the appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witness, agency employees, and investigative
personnel.
Systems exempted from certain provisions of the act: The portions
of this system which involves records pertaining to administrative
proceeding brought by the Department or court cases in which the
Government is plaintiff has been exempted pursuant to 5 U.S.C.
552a(k)(2) from the requirements of 5 U.S.C. 552a (c)(3), (d),
(e)(1), (e)(4) (g), (h), (i) and (f) because they consist of
investigatory material compiled for law enforcement purposes. See 7
CFR 1.123. Individual access to these files could impair
investigations and alert subjects of investigations that their
activities are being scrutinized, and thus allow them time to take
measures to prevent detection of illegal action or escape
prosecution. Disclosure of investigative techniques and procedures
and the existence and identity of confidential sources of information
would hamper law enforcement activity.
USDA/OGC-44
System name: Cases by and against the Department under the
Virus-Serum Toxin Act, USDA/OGC.
System location: Office of the General Counsel, Marketing
Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government,
and individuals regulated or not regulated by the subject Act who
bring suit against the Government or a Governmental official pursuant
to, or as a consequence of the Department's administration of, the
subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations, pertaining to
the subject Act and are an alleged violation of the subject Act.
Authority for maintenance of the system: 21 U.S.C. 151-158.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Marketing Division, OGC,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director,
Marketing Division, OGC, USDA, Washington, DC, telephone 202-447-
5935. A request for information pertaining to an individual should
contain: Name, address, and particulars involved (i.e., the name of
action filed, Act filed under, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system come
primarily from witnesses, agency employees, and investigative
personnel.
Systems exempted from certain provisions of the act: The portions
of this system which involve cases by the Department under the Virus-
Serum Toxin Act have been exempted pursuant to 5 U.S.C. 552a(k)(2)
from the requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G),
(H), (I) and (f) because they consist of investigatory material
compiled for law enforcement purposes. See 7 CFR 1.123. Individual
access to these files could impair investigations and alert subjects
of investigations that their activities are being scrutinized, and
thus allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-45
System name: Acquisitions--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel''.
Categories of individuals covered by the system: Persons having or
believed to have an interest in lands which are expected to be or
have been acquired by the United States by condemnation, direct
purchase, or donation, for the use of USDA agencies.
Categories of records in the system: Partial or complete records
on individual cases, sometimes including legal opinions,
correspondence, title evidence, deeds, affidavits, certificates of
use and possession, pleadings, transcripts, and related documents.
Authority for maintenance of the system: 16 U.S.C. 460 1-4 through
460 1-11; 16 U.S.C. 473-482, 535, 551 and 555; 23 U.S.C. 205; 7 CFR
2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to (1)
Department of Justice for institution of condemnation proceedings,
(2) title companies for title evidence, (3) notaries public for
acknowledgement, and (4) appropriate State and County officials for
filing or recording as required by law. ``Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual on
whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees and title companies.
USDA/OGC-46
System name: Claims, other than Tort claims, by or against the
Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel''.
Categories of individuals covered by the system: Individuals who
have filed appeals relating to the breach of terms or provisions of a
contract with the United States Forest Service.
Categories of records in the system: The system consists of files
on individual appeals, including pleadings, agency reports, and
correspondence.
Authority for maintenance of the system: 16 U.S.C. 471-2, 16
U.S.C. 551, 7 CFR part 24, 36 CFR part 211.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The system is
used by attorneys in all phases of preparing and conducting hearings
before the United States Department of Agriculture Board of Contract
Appeals. ``Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: The information in this system, comes
primarily from claimants, witnesses, agency employees, and
investigative personnel.
USDA/OGC-47
System name: Contract Appeals--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals who
have filed appeals relating to the breach of terms or provisions of a
contract with the United States Forest Service.
Categories of records in the system: The system consists of files
on individual appeals, including pleadings, agency reports, and
correspondence.
Authority for maintenance of the system: 16 U.S.C. 471-2, 16
U.S.C. 551, 7 CFR part 24, 36 CFR part 211.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The system is
used by attorneys in all phases of preparing and conducting hearings
before the United States Department of Agriculture Board of contract
Appeals. ``Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: The information in this system, comes
primarily from the appellant, witnesses, agency employees, and
private experts.
USDA/OGC-48
System name: Conveyances--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Parties or
potential parties (1) to transactions involving the conveyance,
reconveyance, exchange, quitclaim or other disposal of lands or
interests therein owned or claimed by the United States in behalf of
USDA agencies, (2) having boundary disputes with USDA agencies, and
(3) claiming title to lands also claimed by the United States for the
use of USDA agencies.
Categories of records in the system: Partial or complete records
on individual cases, sometimes including legal opinions,
correspondence, title evidence, deeds, affidavits, certificates of
use and possession, pleadings, transcripts, and related documents.
Authority for maintenance of the system: 7 U.S.C. 1011(c); 7
U.S.C. 2253; 16 U.S.C. 460 1-8 and 460 q; 16 U.S.C. 485-486, 516,
519, 533, 555a, 565b, 567b; 40 U.S.C. 471, 484(c); 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The referral to
(1) Department of Justice or United States Attorney for institution
of ejectment or similar actions or to bring or defend quiet title
actions, (2) title companies for title evidence, (3) notaries public
for acknowledgment, and (4) appropriate State and County officials
for filing or recording as required by law. Disclosure may be made to
a congressional office from the record of an individual in response
to an inquiry from the congressional office made at the request of
that individuals.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees and title companies.
USDA/OGC-49
System name: Easements--Forest Service--USDA/OGC.
System location: Office of the General Counsel, natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Persons having or
believed to have an interest in lands across which the United States
has acquired or expects to acquire an easement by direct purchase or
donation, for the use of USDA agencies.
Categories of records in the system: Partial or complete records
on individual cases, sometimes including legal opinions,
correspondence, title evidence, deeds, affidavits, certificates of
use and possession, pleadings transcripts, and related documents.
Authority for maintenance of the system: 16 U.S.C. 532-538 and
551; 23 U.S.C. 205; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to (1)
title companies for title evidence, (2) notaries public for
acknowledgment, and (3) appropriate State and County officials for
filing or recording as required by law. ``Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees and title companies.
USDA/OGC-50
System name: Forest Appeals--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals who
have filed appeals with the United States Department of Agriculture
Board of Forest Appeals.
Categories of records in the system: The system consists of files
on individual appeals, including pleadings, agency reports, and
correspondence.
Authority for maintenance of the system: 16 U.S.C. 471-2, 16
U.S.C. 551, 36 CFR subpart B.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The system is
used by attorneys in all phases of preparing and conducting the
hearings before the United States Department of Agriculture Board of
Forest Appeals. Disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: The information in this system, comes
primarily from the appellant, witnesses, agency employees, and
private experts.
USDA-OGC-51
System name: General Case Files--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Parties involved
or expected to be involved in negotiations, administrative appeals,
litigation, or other attempts to resolve legal issues or disputes
pertaining to those aspects of the organization, administration,
regulations and other activities relating to the forestry and lands
of the USDA not provided for under another system of OGC records.
This includes but is not limited to land use planning, wilderness,
forest practice, weather modification, and other environmental
issues.
Categories of records in the system: Partial or complete records
on individual cases sometimes including investigation reports, copies
of contracts or permits, legal opinions, pleadings, transcripts,
correspondence, notices of appeal, decisions of forest officers,
witness statements, and related documents.
Authority for maintenance of the system: 16 U.S.C. 471-583, 661-
63, 668aa-bb, 683, 1001-09, 1131-32 and 1271-75; 42 U.S.C. 4321-74; 7
CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to
Department of Justice and United States Attorneys to defend suits
brought against the Government or its officers. Referral to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program statute
or by rule, regulation or order issued pursuant thereto. Referral to
a court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record within
the system which constitutes evidence in that proceeding, or which is
sought in the course of discovery. Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys and investigative personnel.//
/////////////////////////////
USDA/OGC-52
System name: Grazing--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Persons grazing,
who have grazed, or who are expected to graze livestock on land owned
by the United States and administered by USDA agencies.
Categories of records in the system: Partial or complete records
on individual cases sometimes including investigation reports, copies
of contracts or permits, legal opinions, pleadings, transcripts,
correspondence, notices of appeal, decisions of the Board of Forest
Appeals or Agriculture Board of Contract Appeals, and related
documents.
Authority for maintenance of the system: 7 U.S.C. 1011; 16 U.S.C.
472 and 551; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to
United States Attorney or Department of Justice to defend suits
brought against the Government or its officers. Referral to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program statute
or by rule, regulation or order issued pursuant thereto. Referral to
a court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record within
the system which constitutes evidence in that proceeding, or which is
sought in the course of discovery. Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys and investigative personnel.
USDA/OGC-53
System name: Insecticide, Fungicide, Herbicide, and Rodenticide
Cases--Soil Conservation Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Missoula, Montana; Ogden, Utah; Portland, Oregon; San
Francisco, California; Santurce, Puerto Rico; Shawnee Mission,
Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Persons claiming
that certain existing or proposed United States Department of
Agriculture activities involving the application of insecticides,
pesticides, fungicides, rodenticides, herbicides, nematocides,
defoliants, desiccants or plant regulators may be unlawful, and
parties or potential parties to litigation or administrative hearings
involving such activities.
Categories of records in the system: Partial or complete records
files on individual cases, sometimes including investigation reports,
copies of contracts or permits, pleadings, transcripts,
correspondence, witness statements, legal opinions, and related
documents.
Authority for maintenance of the system: 7 U.S.C. 135-36y; 42
U.S.C. 4321-74; 5 U.S.C. 301; 44 U.S.C. 3101; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to (1)
Department of Justice to defend suits brought against the Government
or its officers and (2) Environmental Protection Agency (EPA) for
administrative handling under the above-cited authority. Disclosure
may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained or, in some instances,
cross-indexed by the names of other individuals mentioned in the
files.
Safeguards: Records are kept in locked offices, with pending case
files and investigation reports being kept in locked drawers.
Retention and disposal: Records are retained up to 5 years after
case is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
listed above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: The individuals in the system, agency
and EPA employees, witnesses, attorneys, and investigative personnel.
USDA/OGC-54
System name: Land Acquisitions--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals from
whom the Forest Service purchases a fee interest in real estate.
Categories of records in the system: The system consists of files
on individual sellers of land, including options and title
information.
Authority for maintenance of the system: 16 U.S.C. 515-517, 555,
4601-4609, and 7 U.S.C. 428a.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The system is
used by attorneys in title clearance and acquisition closings.
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: The information in this system comes
primarily from the individuals from whom the land is being purchased,
abstract and title companies, and agency employees.
USDA/OGC-55
System name: Land Exchanges, General Exchange Act--Forest
Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA;
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals who
have offered to exchange private lands for National Forest lands or
National Grasslands.
Categories of records in the system: The system consists of files
on individual exchanges, including offers, title information, and
correspondence.
Authority for maintenance of the system: 16 U.S.C. 485, 486.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The system is
used by attorneys in title evaluation and exchange closings.
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining accesss to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: The information in the system comes
primarily from the exchange proponent, title and abstract companies,
and agency employees.
USDA/OGC-56
System name: Land Exchanges, other than Exchange Act--Forest
Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals who
have offered to exchange private lands for National Forest lands or
National Grasslands.
Categories of records in the system: The system consists of files
on individual land exchanges, including title information and agency
reports.
Authority for maintenance of the system: 16 U.S.C. 516, 555a and
484a, and many other general and specific acts authorizing land
exchanges.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The system is
used by attorneys in title examination and exchange closings.
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: The information in this system comes
primarily from the land exchange proponent, title and abstract
companies, and agency employees.
USDA/OGC-57
System name: Leases--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Persons leasing
or intending to lease property to or from USDA agencies; persons
occupying property subject to or under such leases or proposed
leases, and persons having or claiming an interest in land covered by
such leases or proposed leases.
Categories of records in the system: Partial or complete records
on individual cases sometimes including investigation reports, copies
of contracts, leases or permits, legal opinions, pleadings,
transcripts, correspondence, and related documents.
Authority for maintenance of the system: 7 U.S.C. 1011(c); 16
U.S.C. 460d-2 and 580g; 43 U.S.C. 931c-d; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to
Department of Justice and United States Attorneys to defend suits
brought against the Government or its officers. Referral to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule,
regulation, or order issued pursuant thereto of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation, or order issued pursuant thereto.
Referral to a court, magistrate, or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery. Disclosure
may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining accesss to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys and investigative personnel.
USDA/OGC-58
System name: Legislation--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Persons occupying
USDA lands who are involved or expected to be involved in disputes
concerning the applicability of Federal, State, or local civil or
criminal legislation or administrative regulations to their
activities or possessory interests.
Categories of records in the system: Partial or complete records
on individual cases sometimes including investigation reports, copies
of contracts or permits, legal opinions, pleadings, transcripts,
correspondence, notices of appeals, decisions of forest officers,
witnesses statements, and related documents.
Authority for maintenance of the system: 16 U.S.C. 471-583, 661-
63, 668aa-bb, 683, 1001-09, 1131-32 and 1271-75; 42 U.S.C. 4321-74; 7
CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to
Department of Justice and United States Attorneys to defend suits
brought against the Government or its officers.
Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule regulation, or order issued
pursuant thereto. Referral to a court, magistrate, or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery.
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys and investigative personnel.
USDA/OGC-59
System name: Minerals and Mining Claims--Forest Service--USDA/
OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana, Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Persons claiming
mining or mineral rights on lands owned or claimed by the United
States in behalf of USDA agencies; persons occupying or claiming an
interest in such lands pursuant to such claims or under color
thereof; persons having an interest in land in which the United
States has reserved, or claims, minerals or mineral rights from the
United States.
Categories of records in the system: Partial or complete records
on individual cases, sometimes including notices of claim and related
documents; copies of leases, contracts or permits; title evidence;
investigation reports; pleadings; transcripts; legal opinions;
correspondence; etc.
Authority for maintenance of the system: 16 U.S.C. 478, 482, 495,
and 520; 30 U.S.C. 22-47, 141-42, 181, 351-59, 601-02, 611-15, 621,
701-08; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to (1)
Department of Justice or United States Attorney for institution of
ejectment or similar actions or to bring or defend quiet title
actions or other litigation pertaining to actual or claimed mineral
rights, uses, or reservations; (2) Department of the Interior for
performance of its functions under the foregoing-cited authority and
related laws and for administrative determinations regarding the
validity of mining claims; (3) evaluation and preparation of proposed
mineral contests. Disclosure may be made to a congressional office
from the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys, Department of the Interior
employees and Administrative Law Judges, and investigative personnel.
USDA/OGC-60
System name: Program Cooperators--Soil Conservation Service--
USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisbury, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Missoula, Montana; Ogden, Utah; Portland, Oregon; San
Francisco, California; Santurce, Puerto Rico; Shawnee Mission,
Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Persons applying
for or receiving financial aid, engineering services, advice or
assistance under Soil Conservation Service (SCS) - sponsored or
financed programs; parties or potential parties to litigation or
administrative hearings involving SCS-sponsored or financed programs;
and parties contracting with soil conservation districts and similar
organizations formed pursuant to state laws to pursue programs of
watershed protection, flood prevention or soil conservation with the
assistance of SCS.
Categories of records in the system: Partial or complete records,
files on individual cases, sometimes including legal opinions, deeds,
contracts, permits, title evidence, investigation reports, legal
opinions, affidavits, pleadings, correspondence, transcripts and
related documents.
Authority for maintenance of the system: 16 U.S.C. 590a-590f,
1001-1011; 5 U.S.C. 301; 44 U.S.C. 3101; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to (1)
the United States Attorney or Department of Justice for the
investigation or prosecution of a violation of law, or for the
enforcement or implementation of statutes, rules, regulations or
orders issued pursuant thereto, or for the defense of suits brought
against the Department of Agriculture, the Soil Conservation Service,
cooperating local organization or officers thereof; (2) a court,
magistrate or administrative tribunal, or to assigning or opposing
counsel in a proceeding before any of the above; (3) title companies
for title evidence; and (4) appropriate state and local officials for
filing or recording. Disclosure may be made to a congressional office
from the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained or, in some instances,
cross-indexed by the names of other individuals mentioned in the
files.
Safeguards: Records are kept in locked offices, with pending case
files and investigation reports being kept in locked drawers.
Retention and disposal: Records are retained up to 5 years after
case is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
listed above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of acting giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: The individuals in the system, agency
employees, State and local officials, attorneys, witnesses, title
companies, credit bureaus, and investigative personnel.
USDA/OGC-61
System name: Rights-of-Way--Acquisition--Forest Service--USDA/
OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals from
whom the Forest Service purchases easements or rights-of-way for the
forest roads and trails system.
Categories of records in the system: The system consists of
options, title information and correspondence.
Authority for maintenance of the system: 16 U.S.C. 471.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information is
used by attorneys in preparing and evaluating acquisition documents
and title to the land on which the right-of-way lies. Disclosure may
be made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Information in this system comes
primarily from abstract and title companies, individual sellers and
agency personnel.
USDA/OGC-62
System name: Special Uses--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon, San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Applicants for
Forest Service special use permits, persons occupying land owned by
the United States pursuant to such permits, and persons claiming
under those persons.
Categories of records in the system: Partial or complete records
on individual cases, sometimes including investigation reports,
copies of contracts or permits, legal opinions, pleadings,
transcripts, correspondence, notices of appeal, decisions of forest
officers, witness statements, decisions of the Board of Forest
Appeals or Agriculture Board of Contract Appeals, and related
documents.
Authority for maintenance of the system: 16 U.S.C. 432, 497, 522,
551 and 580d; 43 U.S.C. 931c-d; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to
United States Attorney or Department of Justice to defend suits
brought against the Government or its officers. Referral to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule,
regulation, or order issued pursuant thereto of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation, or order issued pursuant thereto.
Referral to a court, magistrate, or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery.
``Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys and investigative personnel.
USDA/OGC-63
System name: Timber Sales--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Persons
contracting to purchase timber from the Forest Service and persons
which the Forest Service seeks to debar from such contracting;
Unsuccessful bidders at such sales and persons protesting awards or
proposed awards of same; Individuals who have breached a provision of
a timber contract or who have otherwise engaged in conduct which
raises a legal question concerning timber sale administration.
Categories of records in the system: Partial or complete records
on individual cases, sometimes including legal opinions, copies of
timber sale agreements, notices of appeal, investigation reports,
pleadings, decisions of the Board of Forest Appeals or Agriculture
Board of Contract Appeals, transcripts, correspondence, and related
documents.
Authority for maintenance of the system: 16 U.S.C. 476-77, 491 and
616; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to the
Department of Justice or United States Attorney to defend suits
brought against the Government or its officers. Disclosure may be
made to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto. Referral to a court, magistrate, or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
forest officers, agency employees, witnesses, attorneys, and
investigative personnel.
USDA/OGC-64
System name: Title Claims and Occupancy and Use Cases--Forest
Service--USDA/OGC.
System location: Office of the General Counsel, Research and
Operations Division, USDA, Washington, DC 20250. Offices of Regional
Attorneys and Attorneys in Charge, Office of the General Counsel,
USDA: Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals who
file claims against USDA arising out of Forest Service land
acquisitions under the Treaty of Paris, the Weeks Law and the Uniform
Relocation Assistance and Real Property Acquisition Policies Act; and
cases arising out of the occupancy and use of properties administered
by the Forest Service in the Caribbean National Forest.
Categories of records in the system: The system consists of
complete files on individual claims, including correspondence, claim
forms, deeds, land surveys, aerial photographs, disclaimers, abstract
of title reports, maps, statements of witnesses, agency reports.
Authority for maintenance of the system: 30 Stat. at Large, page
1754, Revised Stat. 1911, section 6503-6610, 36 Stat. 961, as
amended, 16 U.S.C. 515-517, 5231, 46 Stat. 1516, 43 Stat. 1133, as
amended, 16 U.S.C. 555, 70 Stat. 1034, 7 U.S.C. 428(a), 78 Stat. 903,
as amended, 16 U.S.C. 4601-9, 42 U.S.C. 4601(6), 4601(8), 4621, 4622,
4651, 4653, 16 U.S.C. 476, 16 U.S.C. 478, 16 U.S.C. 529-531, 16
U.S.C. 477, 16 U.S.C. 491, 16 U.S.C. 481, 38 Stat. 1101, as amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to (1)
internal; (2) Department of Justice and United States Attorneys for
defense of suits that may be brought against the United States.
``Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Information in this system comes
primarily from claimants, witnesses, agency employees, and
investigative personnel.
USDA/OGC-65
System name: Trespass and Claims Cases--Forest Service--USDA/
OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Persons who have
or are suspected of having committed trespasses, other torts, and
breaches of contract on USDA lands involving unauthorized cutting of
timber, occupancy and use, grazing, or removal of minerals; the
negligent or willful setting of fires, and fire suppression costs;
breaches of timber sales agreements and similar actions.
Categories of records in the system: Partial or complete files on
individual cases, sometimes including copies of contracts or permits,
investigation reports, statements of witnesses, pleadings,
transcripts, legal opinions, correspondence, and related documents.
Authority for maintenance of the system: 16 U.S.C. 471-583, 661-
63, 668aa-bb, 683, 1001-09, 1131-32 and 1271-75; 42 U.S.C. 4321-74; 7
CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to the
Department of Justice and United States Attorney to defend suits
brought against the Government or its officers. Referral to the
appropriate agency, whether Federal, State, local or foreign, charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule,
regulation, or order issued pursuant thereto of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal, or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation, or order issued pursuant thereto.
Referral to a court, magistrate, or administrative tribunal, or to
opposing counsel in a proceeding before any of the above, of any
record within the system which constitutes evidence in that
proceeding, or which is sought in the course of discovery. Disclosure
may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, attorneys, and investigative personnel.
USDA/OGC-66
System name: United States Magistrates--Forest Service--USDA/
OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Alleged and
convicted violators of Forest Service petty offense regulations (36
CFR parts 211-95) and other minor offenses.
Categories of records in the system: Partial or complete records
on individual cases, sometimes including copies of citations,
pleadings, correspondence, and related documents.
Authority for maintenance of the system: 16 U.S.C. 472, 528-31 and
551; 18 U.S.C. 711 and 3401; 36 CFR parts 211-95; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to
United States Attorneys for consideration of criminal action by the
Government and to Magistrates for trial. Disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily Forest officers, witnesses,
attorneys, State and local law enforcement officers, and
investigative personnel.
USDA/OGC-67
System name: Water Cases--Forest Service--USDA/OGC.
System location: Office of the General Counsel, Natural Resources
Division, USDA, Washington, DC 20250. Offices of Regional Attorneys
and Attorneys in Charge, Office of the General Counsel, USDA:
Albuquerque, New Mexico; Atlanta, Georgia; Chicago, Illinois; Denver,
Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas; Milwaukee,
Wisconsin; Temple, Texas; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Persons claiming
or believed to be claiming water rights, water use privileges, or
rights-of-way to transport water (1) on land owned or leased by the
United States and administered by USDA agencies, (2) in conflict with
or from the same sources as water rights claimed or reserved by the
United States for the benefit of USDA agencies, or (3) by reason of a
permit from or agreement with USDA agencies.
Categories of records in the system: Partial or complete files on
individual cases, sometimes including investigation reports, notices
of claims, copies of contracts or permits, legal opinions, pleadings,
transcripts, correspondence and related documents.
Authority for maintenance of the system: 16 U.S.C. 481, 524, 552a-
552d, and 460 1-12; 33 U.S.C. 701b-1; 42 U.S.C. 1962-1962b; 43 U.S.C.
946-49 and 951.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to
appropriate State agencies for administrative hearings and to the
Department of Justice and United States Attorneys to defend suits
brought against the Government or its officers.
Referral to the appropriate agency, whether Federal, State, local
or foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing the
statute, rule, regulation, or order issued pursuant thereto of any
record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto. Referral to a court, magistrate, or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery.
Disclosure may be made to a congressional office from the record of
an individual in response to an inquiry from the congressional office
made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by the name of the individual
on whom the file is primarily maintained.
Safeguards: All records are kept in locked offices. Investigation
reports, personnel files, and other sensitive materials are also kept
in locked drawers.
Retention and disposal: Records are retained up to five years
after file is closed, then are destroyed unless retained for research
value.
System manager(s) and address: Director, Natural Resources
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the applicable address
specified in the foregoing.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager, or
from the appropriate Regional Attorney or Attorney in Charge at the
applicable address listed above. If the specific location of the
record is not known, the individual should address his request to the
Director, Natural Resources Division, who, if necessary, will refer
it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and
particulars involved (i.e., the date of action giving rise to the
claim, date claim was filed, correspondence, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Any individual may contest a record
in the system by using the same procedures as those for requesting
access.
Record source categories: Primarily the individuals in the system,
agency employees, witnesses, State officials, attorneys, and
investigative personnel.
USDA/OGC-68
System name: Court Cases Brought Pursuant to the Packers and
Stockyards Act, as amended, in which the Government is Defendant,
USDA/OGC.
System location: Office of the General Counsel, Packers and
Stockyards Division, USDA, Washington, DC.
Categories of individuals covered by the system: Individuals who
bring suit against the Government or a Governmental official pursuant
to, or as a consequence of the Department's administration of, the
subject Act.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 181 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administritive
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Packers and Stockyards
Division, OGC, USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director, Packers
and Stockyards Division, OGC, USDA, Washington, DC, telephone 202-
447-5935. A request for information pertaining to an individual
should contain: Name, address, and particulars involved (i.e., the
name of action filed, Act filed under, etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to and contesting a record in
the system which pertains to him, by submitting a written request to
the appropriate official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from witnesses, agency employees, and investigative
personnel.
USDA/OGC-69
System name: Packers and Stockyards Act--Administrative Cases--
USDA/OGC.
System location: Office of the General Counsel, Packers and
Stockyards Division, USDA, Washington, DC, and Offices of Regional
Attorneys and Attorneys-in-Charge, OGC, USDA, at the following
locations: Albuquerque, New Mexico; Atlanta, Georgia; Chicago,
Illinois; Denver, Colorado; Harrisburg, Pennsylvania; Juneau, Alaska;
Little Rock, Arkansas; Milwaukee, Wisconsin; Temple, Texas; Missoula,
Montana; Ogden, Utah; Portland, Oregon; St. Paul, Minnesota; San
Francisco, California; Santurce, Puerto Rico; Shawnee Mission,
Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 181 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, or rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office or file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Packers and Stockyards
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the address specified
above.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H) and
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-70
System name: Packers and Stockyards Act--Civil and Criminal
Cases--USDA/OGC.
System location: Office of the General Counsel, Packers and
Stockyards Division, USDA, Washington, DC, and Offices of Regional
Attorneys and Attorneys-in-Charge, OGC, USDA, at the following
locations: Albuquerque, New Mexico; Atlanta, Georgia; Chicago,
Illinois; Denver, Colorado; Harrisburg, Pennsylvania; Juneau, Alaska;
Little Rock, Arkansas; Milwaukee, Wisconsin; Temple, Texas; Missoula,
Montana; Ogden, Utah; Portland, Oregon; St. Paul, Minnesota; San
Francisco, California; Santurce, Puerto Rico; Shawnee Mission,
Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals who
are regulated by the subject Act and against whom the Department
recommends that an enforcement action be brought by the Government.
Categories of records in the system: The system consists of
investigatory material which may include intradepartmental
recommendations, and interdepartmental recommendations pertaining to
an alleged violation of the subject Act.
Authority for maintenance of the system: 7 U.S.C. 181 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: (1) Referral to
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing a statute, or rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
presentation or disclosure to a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system as evidence in a proceeding,
or which is sought in the course of discovery including disclosure to
opposing counsel in the course of settlement negotiations; (3)
presentation, as needed, in the course of presenting evidence, to the
appropriate Government officials charged with the responsibility of
defending the Government before a court, magistrate or administrative
tribunal; (4) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual.
Safeguards: Records are kept in a locked office of file cabinet.
Retention and disposal: Records are maintained until file is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Packers and Stockyards
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney in Charge at the address specified
above.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H),
(I), and (f) because it consists of investigatory material compiled
for law enforcement purposes. See 7 CFR 1.123. Individual access to
these files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USCA/OGC-71
System name: Civil Rights, Administrative and Judicial
Actions--USDA/OGC.
System location: Office of the General Counsel, Research and
Operations Division, USDA, Washington, DC 20250, and Offices of
Regional Attorneys and Attorneys-in-charge, OGC, USDA, at the
following locations: Albuquerque, New Mexico; Atlanta, Georgia;
Chicago, Illinois; Denver, Colorado; Harrisburg, Pennsylvania; Little
Rock, Arkansas; Milwaukee, Wisconsin; Temple, Texas; Missoula,
Montana; Ogden, Utah; Portland, Oregon; San Francisco, California;
Santurce, Puerto Rico; Shawnee Mission, Kansas; Stillwater, Oklahoma.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals who
have brought suit or filed administrative complaints against USDA or
USDA employees or recipients of USDA assistance alleging
discrimination on the basis of race, color, or national origin by
USDA, its employees or recipients of assistance from USDA.
Categories of records in the system: The system consists of
complete files on individual suits or administrative actions,
including investigation reports, administrative determinations,
statements of witnesses, and agency reports.
Authority for maintenance of the system: 42 U.S.C. 2000(d); 5
U.S.C. 301; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to (1)
Department of Justice for defense or prosecution of suits brought
involving USDA, an officer or employee of USDA, or the United States;
(2) the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (3)
a court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record within
the system which constitutes evidence in that proceeding, or which is
sought in the course of discovery; (4) the Civil Rights Commission in
response to its request for information; (5) Disclosure may be made
to a congressional office from the record of an individual in
response to an inquiry from the congressional ofice made at the
request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until case is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records center in
accordance with such directives.
System manager(s) and address: Director, Research and Operations
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney-in-Charge at the address specified
above.
Notification procedure: Any individual may request information
regarding this system or records, or information as to whether the
system contains records pertaining to him from the Director, Research
and Operations Division, OGC, USDA, Washington, DC 20250, or the
appropriate Regional Attorney or Attorney-in-Charge at the address
listed above. If the specific location of the record is not known,
the individual should address his request to the Director, Research
and Operations Division, who, if necessary, will refer it to the
appropriate field office. A request for information pertaining to an
individual should contain: Name, address, and particulars involved.
Record access procedures: any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from litigants, witnesses, agency employees, and
investigative personnel.
USDA/OGC-72
System name: Claims By and Against USDA, USDA/OGC.
System location: Office of the General Counsel, Research and
Operations Division, USDA, Washington, DC 20250, and Offices of
Regional Attorneys and Attorneys-in-Charge, OGC, USDA, at the
following locations: Albuquerque, New Mexico; Atlanta, Georgia;
Chicago, Illinois; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Individuals who
file or may file (1) claims against USDA pursuant to the Federal Tort
Claims Act and the Military Personnel and Civilian Employees Claims
Act, (2) claims against the Forest Service pursuant to 16 USC 502,
556c, or 574, and (3) tort suits against the United States or its
officers or instrumentalities concerning USDA activities; individuals
against whom the Department has a monetary claim arising out of USDA-
provided services, their employment by USDA, or damages to USDA
property.
Categories of records in the system: The system consists of files
on individual claims, including claim forms, police reports,
investigation and accident reports, statements of witnesses, agency
reports, correspondence, legal opinions, pleadings, transcripts, and
related documents, and other information pertaining to matters
referred by USDA agencies requesting legal assistance in settlement
of claims against individuals arising out of USDA-provided services,
their employment by USDA, or damages to USDA property.
Authority for maintenance of the system: 16 U.S.C. 502, 556c, 574;
28 U.S.C. 1345, 1346, 2671-2680; 31 U.S.C. 240-243; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to (1)
Department of Justice for concurrence of allowance of tort claims
over 25,000, for defense of tort suits brought against the United
States or its officers, and for institution of suit for recovery of
claims by USDA; (2) Department of Labor in cases involving Job
Corpsmen or arising under the Federal Employees Compensation Act (5
USC Chapter 81); (3) insurance companies for handling of claims; (4)
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (5)
a court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record within
the system which constitutes evidence in that proceeding, or which is
sought in the course of discovery; (6) disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual. In some
instances, they are also cross-indexed by the names of other
individuals mentioned in the files.
Safeguards: Records are kept in a locked office. Some sensitive
materials are kept in locked drawers.
Retention and disposal: Records are maintained until case is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records center in
accordance with such directives.
System manager(s) and address: Director, Research and Operations
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney-in-Charge at the address specified
above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director, Research
and Operations Division, OGC, USDA, Washington, DC 20250, or the
appropriate Regional Attorney or Attorney-in-Charge at the address
listed above. If the specific location of the record is not known,
the individual should address his request to the Director, Research
and Operations Division, who, if necessary, will refer it to the
appropriate field office. A request for information pertaining to an
individual should contain: Name, address, and particulars involved.
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from claimants, witnesses, agency employees, and
investigative personnel.
USDA/OGC-73
System name: Contract Cases, USDA/OGC.
System location: Office of the General Counsel, Research and
Operations Division, USDA, Washington, DC 20250, and Offices of
Regional Attorneys and Attorneys-in-Charge, OGC, USDA, at the
following locations: Albuquerque, New Mexico; Atlanta, Georgia;
Chicago, Illinois; Denver, Colorado; Harrisburg, Pennsylvania; Little
Rock, Arkansas; Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each filed office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Persons who
submit offers or bids to solicitations of agencies of USDA r who
contract with agencies of USDA.
Categories of records in the system: The system consists of
partial and/or complete files relating to legal issues that arise out
of the procurement activities of USDA; it includes copies of
contracts, contract claims, investigation reports, contracting
officer's decisions, correspondence, and pleadings, transcripts, and
related documents in contract appeal cases before the USDA Board of
Contract Appeals.
Authority for maintenance of the system: 41 U.S.C. 251 et seq; 7
CFR 2.31; 41 CFR Chapters 1 and 4.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to (1)
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
a court, magistrate, or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, of any record within
the system which constitutes evidence in that proceeding, or which is
sought in the course of discover; (3) the General Accounting Office
for determination of bid protests, and questions on information,
rescission, mistake in bid, and remission of liquidated damages; (4)
Department of Justice for defense of suits filed against Government
or for institution of suit for recovery of claims arising under the
contract; (5) disclosure may be made to a congressional office from
the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.''
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual bidder,
offeror, or contractor.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until case is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records center in
accordance with such directives.
System manager(s) and address: Director, Research and Operations
Division, OGC, USDA, Washington, DC, or the appropriate Regional
Attorney or Attorney-in-Charge at the address specified above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director, Research
and Operations Division, OGC, USDA, Washington, DC, or the
appropriate Regional Attorney or Attorney-in-charge at the address
listed above. If the specific location of the record is not known,
the individual should address his request to the director, Research
and Operations Division, who, if necessary, will refer it to the
appropriate field office. A request for information pertaining to an
individual should contain: Name, address, and particulars involved.
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from bidders, offerors, contractors, witnesses, agency
employees, and investigation personnel.
USDA/OGC-74
System name: Patents and Inventions of Department Employees,
USDA/OGC.
System location: Office of the General Counsel, Research and
Operations Division, USDA, Washington, DC 20250.
Categories of individuals covered by the system: Individuals who
make inventions pursuant to their employment by USDA.
Categories of records in the system: The system consists of files
on descriptions of the individual's invention, and all papers and
forms in connection with matters pending before the U.S. Patent and
Trademark office.
Authority for maintenance of the system: 5 U.S.C. 301; 35 U.S.C.
1-293; 37 CFR 100-100.11; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Copies of all
papers and forms sent to the U.S. Patent and Trademark Office are
simultaneously placed in said files. Referral to the Department of
Justice in the event of appeal from action by the Patent and
Trademark Office. Disclosure may be made to a congressional office
from the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of the individual
inventor.
Safeguards: Records are maintained in Government building with
security guards.
Retention and disposal: Records are maintained for 20 years.
System manager(s) and address: Director, Research and Operations
Division, OGC, USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the System Manager. A
request for information pertaining to an individual should contain:
Name and address of the inventor, and other particulars (i.e., the
date of the papers filed with the U.S. Patent and Trademark Office,
etc.).
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the System
Manager. This request should contain the information specified in the
preceding paragraph.
Contesting record procedures: Same are Record Access Procedures.
Record source categories: Information in this system comes
primarily from agency employee-inventors, agency patent personnel and
employees of the U.S. Patent and Trademark Office.
USDA/OGC-75
System name: Personnel Irregularities, USDA/OGC.
System location: Office of the General Counsel, Research and
Operations Division, USDA, Washington, DC 20250, and offices of
Regional Attorneys and Attorneys-in-Charge, OGC, USDA, at the
following locations: Albuquerque, New Mexico; Atlanta, Georgia;
Denver, Colorado; Harrisburg, Pennsylvania; Little Rock, Arkansas;
Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah; Portland,
Oregon; San Francisco, California; Santurce, Puerto Rico; Shawnee
Mission, Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Employees and
former employees of USDA, members of local and county committees
established pursuant to 16 U.S.C. 590h(b), employees of such county
committees, and extension service agents performing duty pursuant to
7 U.S.C. 341-349.
Categories of records in the system: The system consists of
investigation reports and other relevant documents pertaining to
violations of criminal statutes.
Authority for maintenance of the system: Titles 5, 18 U.S.C.; 7
CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to (1)
the appropriate agency, whether Federal, State, local or foreign
charged with the responsibility of investigating or prosecuting a
violation of law, or of enforcing or implementing the statute, rule,
regulation or order issued pursuant thereto, of any record within
this system when information available indicates a violation or
potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by rule, regulation or order issued pursuant thereto; (2)
a court, magistrate or administrative tribunal, or to opposing
counsel in a proceeding before any of the above, or any record within
the system which constitutes evidence in that proceeding, or which is
sought in the course of discovery; (3) Department of Justice for
institution of suits to recover claims by USDA arising out of
irregularities; (4) disclosure may be made to a congressional office
from the record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual
employee.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until case is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records centers in
accordance with such directives.
System manager(s) and address: Director, Research and Operations
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney-in-Charge at the address specified
above.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the
requirements of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4) (G), (H),
and (I) and (f) because it consists of investigatory material
compiled for law enforcement purposes. Individual access to these
files could impair investigations and alert subjects of
investigations that their activities are being scrutinized, and thus
allow them time to take measures to prevent detection of illegal
action or escape prosecution. Disclosure of investigative techniques
and procedures and the existence and identity of confidential sources
of information would hamper law enforcement activity.
USDA/OGC-76
System name: Personnel Suits, USDA/OGC.
System location: Office of the General Counsel, Research and
Operations Division, USDA, Washington, DC 20250, and offices of
Regional Attorneys and Attorneys-in-Charge, OGC, USDA, at the
following locations: Albuquerque, New Mexico; Atlanta, Georgia;
Chicago, Illinois; Denver, Colorado; Harrisburg, Pennsylvania; Little
Rock, Arkansas; Milwaukee, Wisconsin; Missoula, Montana; Ogden, Utah;
Portland, Oregon; San Francisco, California; Santurce, Puerto Rico;
Shawnee Mission, Kansas; Stillwater, Oklahoma; Temple, Texas.
Addresses of each field office are listed in the telephone
directories of the respective cities listed above under the heading
``United States Government, Department of Agriculture, Office of the
General Counsel.''
Categories of individuals covered by the system: Employees and
former employees of USDA, and applicants for employment with USDA who
institute suits against USDA, an officer or employee thereof, or the
United States, alleging a wrongful personnel action taken against
them.
Categories of records in the system: The system consists of
complete files on individual suits, including personnel records,
investigation reports, administrative determinations, statements of
witnesses, and agency reports.
Authority for maintenance of the system: 5 U.S.C. 301, 5596, 7501,
7511-7512; 42 U.S.C. 2000e-16; 7 CFR 2.31.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referral to (1)
Department of Justice for defense of personnel suits brought against
USDA, an officer or employee of USDA, or the United States; (2) the
appropriate agency, whether Federal, State, local or foreign charged
with the responsibility of investigating or prosecuting a violation
of law, or of enforcing or implementing the statute, rule, regulation
or order issued pursuant thereto, of any record within this system
when information available indicates a violation or potential
violation of law, whether civil, criminal or regulatory in nature,
and whether arising by general statute or particular program statute,
or by rule, regulation or order issued pursuant thereto; (3) a court,
magistrate or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within the system
which constitutes evidence in that proceeding, or which is sought in
the course of discovery; (4) disclosure may be made to a
congressional office from the record of an individual in response to
an inquiry from the congressional office made at the request of that
individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records are maintained in file folders at the applicable
address listed above.
Retrievability: Records are indexed by name of individual
litigant.
Safeguards: Records are kept in a locked office.
Retention and disposal: Records are maintained until case is
closed or no longer needed or as otherwise provided in agency
directives and disposed of or sent to appropriate records center in
accordance with such directives.
System manager(s) and address: Director, Research and Operations
Division, OGC, USDA, Washington, DC 20250, or the appropriate
Regional Attorney or Attorney-in-Charge at the address specified
above.
Notification procedure: Any individual may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him from the Director, Research
and Operations Division, OGC, USDA, Washington, DC 20250, or the
appropriate Regional Attorney or Attorney-in-Charge at the address
listed above. If the specific location of the record is not known,
the individual should address his request to the Director, Research
and Operations Division, who, if necessary, will refer it to the
appropriate field office. A request for information pertaining to an
individual should contain: Name, address, and particulars involved.
Record access procedures: Any individual may obtain information as
to the procedures for gaining access to a record in the system which
pertains to him, by submitting a written request to the appropriate
official referred to in the preceding paragraph.
Contesting record procedures: Same as Record Access Procedures.
Record source categories: Information in this system comes
primarily from litigants, witnesses, agency employees, and
investigative personnel.
Office of Human Resources Management
USDA/OHRM-5
System name:
USDA Child Care Tuition Assistance Records System, USDA/OHRM-5.
System location:
Paper and electronic records may be maintained by an external
contractor such as the Federal Employee and Education Assistance
Fund, Suite 200, 8441 West Bowles Avenue, Littleton, CO 80123-9501;
and/or mission areas/agencies/staff offices.
Categories of individuals covered by the system:
Employees of the Department of Agriculture who voluntarily apply
for child care tuition assistance, their spouses, and their children
who are enrolled in a licensed child day care program.
Child-care providers of these employees.
Categories of records in the system:
Application forms (OPM-1046 will be used) for child day care
assistance containing personal information, including the employee
(parent) name, Social Security Number, pay grade, home and work
numbers, addresses, and telephone numbers; total family income;
spouse's name and Social Security Number; spouse's employment
information; names of children on whose behalf the employee (parent)
is applying for tuition assistance; each child's date of birth;
information on child care providers used (including name, address,
provider license number and State where issued, tuition cost, and
provider tax identification number), amount of any other subsidies
received; and copies of employees' and spouses' individual income tax
returns for verification purposes. Other records may include the
child's Social Security Number, weekly expenses, pay statements,
records relating to direct deposits, and verification of
qualification and administration for child care assistance.
Authority for maintenance of the system:
Pub. L. 107-67, section 630.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
a. Relevant records relating to an individual may be disclosed to
a congressional office in response to an inquiry from the
Congressional office made at the request of that individual.
b. Relevant information may be disclosed to the Office of the
President for responding to an individual.
c. Relevant records may be disclosed to representatives of the
National Archives and Records Administration who are conducting
records management inspections.
d. Records may be disclosed in response to a request for
discovery or for the appearance of a witness, to the extent that what
is disclosed is relevant to the subject matter involved in a pending
judicial or administrative proceeding.
e. Relevant records may be disclosed to another Federal agency,
to a court, or a party in litigation before a court or in an
administrative proceeding being conducted by a Federal agency, when
the Government is a party to the judicial or administrative
proceeding. In those cases where the Government is not a party to the
proceeding, relevant records may be disclosed if a subpoena has been
signed by a judge of competent jurisdiction.
f. Records may be disclosed to the Department of Justice, or in a
proceeding before a court, adjudicative body, or other administrative
body before which USDA is authorized to appear, when:
(1) USDA, or any component thereof; or
(2) Any employee of USDA in his or her official capacity; or
(3) Any employee of USDA in his or her individual capacity where
the Department of Justice or USDA has agreed to represent the
employee; or
(4) The United States, when USDA determines that litigation is
likely to affect USDA or any of its components; is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice or USDA is deemed by USDA to be
relevant and necessary to the litigation provided, however, that the
disclosure is compatible with the purpose for which records were
collected.
g. In the event that material in this system indicates a
violation of law, whether civil, criminal, or regulatory in nature,
and whether arising by general statute, or by regulation, rule, or
order issued pursuant thereto, the relevant records may be disclosed
to the appropriate agency, whether Federal, State, local, or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute,
rule, regulation, or order, issued pursuant thereto.
h. Relevant records may be disclosed to respond to a Federal
agency's request made in connection with the hiring or retention of
an employee, the letting of a contract or issuance of a grant,
license or other benefit by the requesting agency, but only to the
extent that the information disclosed is relevant and necessary to
the requesting agency's decision on the matter.
i. Relevant records may be disclosed to the Office of Personnel
Management or the General Accounting Office when the information is
required for evaluation of the subsidy program.
j. Records may be disclosed to a contractor, expert, consultant,
grantee, or volunteer performing or working on a contract, service,
grant, cooperative agreement, or job for the Federal Government
requiring the use of these records.
k. Relevant records may be disclosed to child care providers to
verify a covered child's dates of attendance at the provider's
facility.
l. Records may be disclosed by USDA in the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related workforce studies. While published studies do not contain
individual identifiers, in some instances the selection of elements
of data included in the study may be structured in such a way as to
make the data individually identifiable by inference.
m. Records may be disclosed to officials of the Merit Systems
Protection Board of the Office of the Special Counsel, when requested
in connection with appeals, special studies of the civil service and
other merit systems, review of USDA rules and regulations,
investigations of alleged or possible prohibited personnel practices,
and such other functions, e.g., as promulgated in 5 U.S.C. 1205 and
1206, or as may be authorized by law.
n. Records may be disclosed to the Equal Employment Opportunity
Commission when requested in connection with investigations into
alleged or possible discrimination practices in the Federal sector,
compliance by Federal agencies with the Uniform Guidelines on
Employee Selection Procedures or other functions vested in the
Commission and to otherwise ensure compliance with the provisions of
5 U.S.C. 7201.
o. Records may be disclosed to the Federal Labor Relations
Authority or its General Counsel when requested in connection with
investigations of allegations of unfair labor practices or matters
before the Federal Service Impasses Panel.
p. Relevant records may be disclosed to the Internal Revenue
Service in connection with tax audit and tax record administration,
as well as suspected tax fraud.
Purpose(s):
To establish and verify USDA employees' eligibility for child
care tuition assistance in order for USDA to provide monetary tuition
assistance to its employees.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information may be collected on paper or electronically and may
be stored as paper forms or on computers.
Retrievability:
By name; may also be cross-referenced to Social Security Number.
Safeguards:
When not in use by an authorized person, paper records are stored
in lockable file cabinets or secured rooms. Electronic records are
protected by the use of passwords.
Retention and disposal:
Records disposition authority is being requested from the
National Archives and Records Administration. Records will be
retained until appropriate disposition authority is obtained, and
records will then be disposed of in accordance with the authority
granted. Records Administration (NARA) guidelines.
System manager(s) and address:
USDA's system manager will be the Director, Office of Human
Resources Management, Department of Agriculture, 1400 Independence
Ave, SW., Washington, DC 20250-9606, with Mission Areas/Agencies/
Staff Offices maintaining their own records.
Notification procedure:
Individuals may submit a request on whether a system contains
records about them to the system manager indicated. Individuals must
furnish the following for their records to be located and identified:
Full name.
Social Security Number.
Record access procedures:
Individuals wishing to request access to records about them
should contact the system manager indicated. Individuals must provide
the following information for their records to be located and
identified:
Full name.
Social Security Number.
Individuals requesting access must also follow the USDA's Privacy
Act regulations regarding verification of identity and access to
records (7 CFR part 1, subpart G).
Contesting record Procedure:
Individuals wishing to request amendment of records about them
should contact the system manager indicated. Individuals must furnish
the following information for their records to be located and
identified:
Full name.
Social Security Number.
Individuals requesting amendment must also follow the USDA's
Privacy Act regulations regarding verification of identity and
amendment of records (7 CFR part 1, subpart G).
Record source categories:
Information is provided by USDA employees who apply for child
care tuition assistance. Furnishing of the information is voluntary.
Office of International Cooperation and Development
USDA/OICD-1
System name: Automated Skills Inventory System (ASIST).
System location:
Office of International Cooperation and Development, United
States Department of Agriculture, 14th and Independence Ave., SW,
Washington, DC 20250.
Categories of individuals covered by the system:
Individuals and/or firms from the private sector, university
community and federal agencies who are seeking assignments with OICD.
Categories of records in the system:
The system consists of a summary of applicant qualifications, a
resume or other documentation providing detailed information relative
to education and/or experience, an assessment of his/her performance
of OICD assignments (if applicable), and related correspondence.
Authority for maintenance of the system:
7 U.S.C. 3191.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information is made available to agency contracting officers to
determine if Federal employees with required qualifications are
available and, if not, to initiate development of an acquisition and
to facilitate competitive selection in the issuance of agency
acquisitions. Referral of information is made to (1) authorized
individuals of other Federal agencies or international organizations
seeking technically qualified individuals/firms in the field of
agriculture; (2) accredited investigative agents of any Federal
agency to carry out investigative functions; (3) current and former
contractors to review their own records; (4) appropriate agencies,
whether Federal, State, local or foreign, charged with the
responsibility of investigating or prosecuting a violation of law, or
of enforcing or implementing the statute, rule, regulation or order
issued pursuant thereto, of any record within this system when
available information indicates a violation or potential violation of
law, whether civil, criminal, or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation or order issued pursuant thereto; and (5) a court,
magistrate or administrative tribunal, or to opposing counsel in a
proceeding before any of the above, of any record within the system
which constitutes evidence in that proceeding, or is sought in the
course of discovery.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders at the agency address
listed above; qualification summaries are maintained in an automated
database for easy retrieval.
Retrievability:
Paper records are indexed alphabetically and/or by identification
number. Automated records may be retrieved by education, experience,
language capability or other criteria required for the successful
conduct of proposed assignments or acquisitions.
Safeguards:
All records containing personal information are maintained in
secured file cabinets and in secured computer terminal rooms.
Retention and disposal:
Records are maintained indefinitely for active applicants. If an
applicant is not selected for three (3) years after receipt of his/
her application, the application will be destroyed in conformance
with approved records schedules.
System manager(s) and address:
Assistant Administrator for Administration, Office of
International Cooperation and Development, United States Department
of Agriculture, 14th and Independence Ave., SW, Washington, DC 20250.
Notification procedure:
A request for information should be addressed to the Assistant
Administrator for Administration, Office of International Cooperation
and Development (address above).
Record access procedures:
Individuals or firms who wish to gain access to or amend records
pertaining to themselves should submit a written request to the
Assistant Administrator for Administration, Office of International
Cooperation and Development (address above).
Contesting record procedures:
Same as record access procedures.
Record source categories:
Information in this system comes from applicants for agency
acquisition or Federal employees interested in agricultural
development assignments; evaluations are made by responsible Federal
officials.
Office of Inspector General
USDA/OIG-1
System name:
Employee Records, USDA/OIG.
System location:
In the headquarters offices of the U.S. Department of Agriculture
(USDA), Office of Inspector General (OIG) and in the Jamie L. Whitten
Federal Building, 1400 Independence Avenue, SW, Washington, DC 20250,
and in the following OIG regional offices and sub offices, as listed
in Attachment A.
Attachment A
OIG Regional Offices
Northeast Region/Investigations and Northeast Region/
Audit, 5601 Sunnyside Avenue, Suite 2-2230, Beltsville,
Maryland 20705-5300
Southeast Region, 401 W. Peachtree Street NW., Room
2329 (Investigations), Room 2328 (Audit), Atlanta,
Georgia 30308
Midwest Region, 111 N. Canal Street, Suite 1130,
Chicago, Illinois 60606-7295
Southwest Region, 101 South Main, Room 311
(Investigations), Room 324 (Audit), Temple, Texas 76501
Great Plains Region, 8930 Ward Parkway, Suite 3016,
Kansas City, Missouri 64114
Western Region, 75 Hawthorne Street, Suite 200, San
Francisco, California 94105-3920
OIG/Audit Sub Offices
Mercer Corporate Park, 310 Corporate Boulevard,
Robbinsville, New Jersey 08691-1598
One Credit Union Place, Suite 350, Harrisburg,
Pennsylvania 17110-2992
26 Federal Plaza, Room 1415, New York, New York 10278
IBM Building, Suite 600, 654 Munoz Rivera Avenue, Hato
Rey, Puerto Rico 00918-4118
3101 Park Center Drive, Suite 1128, Alexandria,
Virginia 22302
3008 NW. 13th Street, Suite B, Gainesville, Florida
32609
111 East Capitol Street, Suite 425, Jackson,
Mississippi 39201
233 Cumberland Bend, Room 118, Nashville, Tennessee
37228
4407 Bland Road, Room 100, Raleigh, North Carolina
27609
299 East Broward Boulevard, Federal Building, Room 410,
Box 14, Ft. Lauderdale, Florida 33301
200 N. High Street, Room 346, Columbus, Ohio 43215-2408
375 Jackson Street, Suite 620, St. Paul, Minnesota
55101-1850
3001 Coolidge Road, Suite 150, East Lansing, Michigan
48823-6321
1114 Commerce Street, Santa Fe Building, Suite 202,
Dallas, Texas 75242
100 Centennial Mall North, Room 276, Lincoln, Nebraska
68508
13800 Old Gentilly Road, Building 350, Post J4, New
Orleans, Louisiana 70129
2150 Centre Avenue, Building A, Suite 138, Ft. Collins,
Colorado 80526-1891
4300 Goodfellow Boulevard, Building 104F, 2nd Floor,
Pole L2, St. Louis, Missouri 63120
Edith Green Wendell Wyatt Federal Office Building, 1220
SW. Third Avenue, Room 1640, Portland, Oregon 97204-
2893
430 `G' Street, Davis, California 95616-4166
OIG/Investigations Sub Offices
26 Federal Plaza, Room 1409, New York, New York 10278-
0004
54 Stiles Road, Suite 108, Salem, New Hampshire 03079
Bishop Curley Building, 421 S. Warren Street, Room 201,
Syracuse, New York 13201
660 American Avenue, Suite 201, King of Prussia,
Pennsylvania 19406-4032
4407 Bland Road, Room 110, Raleigh, North Carolina
27609
Federal Building, 400 N. 8th Street, Room 526,
Richmond, Virginia 23240-1001
233 Cumberland Bend, Room 118, Nashville, Tennessee
37228
Robert Vance Federal Building, Room 414, 1800 5th
Avenue, Birmingham, Alabama 35203-3702
3008 NW. 13th Street, Suite A, Gainesville, Florida
32609
299 East Broward Boulevard, Federal Building, Room 410,
Box 14, Ft. Lauderdale, Florida 33301
200 North High Street, Room 350, Columbus, Ohio 43215-
2408
3001 Coolidge Road, Suite 150, East Lansing, Michigan
48823-6321
6039 Lakeside Boulevard, Indianapolis, Indiana 46278-
1989
U.S. Courthouse Building, 601 West Broadway, Room 617,
Louisville, Kentucky 40202
1350 Euclid Avenue, Room 280, Cleveland, Ohio 44115-
1815
1114 Commerce Street, Santa Fe Building, Suite 202,
Dallas, Texas 75242
650 North Sam Houston Parkway East, Room 540, Houston,
Texas 77060
700 West Capitol, Room 2528, Little Rock, Arkansas
72201
423 Canal Street, Room 331, New Orleans, Louisiana
70130
215 Dean A. McGee Street, Room 416, Oklahoma City,
Oklahoma 73102
111 East Capitol Street, Suite 425, Jackson,
Mississippi 39201
522 N. Central Avenue, Room 202, Phoenix, Arizona 85004
300 E. Main Street, Room 501, El Paso, Texas 79901
12136 W. Bayaud Avenue, Suite 210, Lakewood, Colorado
80228-2115
911 Washington Avenue, Suite 410, St. Louis, Missouri
63101
210 Walnut Street, Suite 573, Des Moines, Iowa 50309
140 N. Phillips Avenue, Suite 320, Sioux Falls, South
Dakota 57101
100 Centennial Mall North, Room 282, Lincoln, Nebraska
68508
304 East Broadway, Room 336, Bismarck, North Dakota
58501
375 Jackson Street, Suite 620, St. Paul, Minnesota
55101-1850
1000 Second Avenue, Suite 1950, Seattle, Washington
98104
21660 E. Copley Drive, Suite 370, Diamond Bar,
California 91765
300 Ala Moana Boulevard, Room S153, Honolulu, Hawaii
96850-0001
430 `G' Street, Davis, California 95616-4166
Edith Green Wendell Wyatt Federal Office Building, 1220
SW Third Avenue, Room 1640, Portland, Oregon 97204-2893
1130 `O' Street, Room 4201-E, Fresno, California 93721-
2236
610 West Ash Street, Suite 707, San Diego, California
92101-3346
Categories of individuals covered by the system::
OIG temporary and permanent employees, former employees of OIG
and predecessor offices, and applicants for employment.
Categories of records in the system:
These records show or relate to employment, personnel management,
and work-related information, including position, classification,
title, grade, pay rate, pay, temporary and permanent addresses and
telephone numbers for home and work, copies of security clearance
forms, program and performance evaluations, promotions, retirement,
disciplinary actions, appeals, incentive programs, unemployment
compensation, leave, complaints and grievances, health benefits,
equal employment opportunity, automation of personnel data, travel
information, accident reports and related information, activity
reports, participation in savings and contribution programs,
availability for employment, assignment, or for transfer,
qualifications (for law enforcement employees this includes Attorney
General designations, training certificates, physical fitness data,
and medical officer's certification excluding personal medical data),
awards, hours worked, issuance of credentials, passports and other
identification, assignment and accountability of property and other
things of value, parking space assignments, training and development,
special assignments, and exit interviews.
Other employee records are covered by other systems as follows:
For Official Personnel Folder (OPF) data refer to USDA/OP-1,
Personnel and Payroll System for USDA Employees; for medical records,
including SF-78, Certificate of Medical Examination, and drug testing
records, refer to OPM/GOVT-10, Employee Medical File System; for pre-
employment inquiries refer to USDA/OIG-3, Investigative Files and
Automated Investigative Indices; for annual financial disclosure
statements refer to OPM/GOVT-8, Confidential Statements of Employment
and Financial Interests.
Authority for maintenance of the system:
IG Act of 1978, 5 U.S.C. app.; 5 U.S.C. 301; 7 U.S.C. 2270.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
In addition to those disclosures generally permitted under
subsection (b) of the Privacy Act of 1974, 5 U.S.C. 552a(b), records
may also be disclosed routinely to other users under the following
circumstances:
(1) A record from the system of records which indicates either by
itself or in combination with other information, a violation or
potential violation of a contract or of law, whether civil, criminal,
or regulatory, or which otherwise reflects on the qualifications or
fitness of a licensed (or seeking to be licensed) individual, may be
disclosed to a Federal, State, local, foreign, or self-regulatory
agency (including but not limited to organizations such as
professional associations or licensing boards), or other public
authority that investigates or prosecutes or assists in such
investigation, prosecution, enforcement, implementation, or issuance
of the statute, rule, regulation, order, or license.
(2) A record from the system of records may be disclosed to a
Federal, State, local, or foreign agency, other public authority,
consumer reporting agency, or professional organization maintaining
civil, criminal, or other relevant enforcement or other pertinent
records, such as current licenses, in order to obtain information
relevant to an OIG decision concerning employee retention or other
personnel action, issuance of a security clearance, letting of a
contract or other procurement action, issuance of a benefit,
establishment of a claim, collection of a delinquent debt, or
initiation of an administrative, civil, or criminal action.
(3) A record from the system of records may be disclosed to a
Federal, State, local, foreign, or self-regulatory agency (including
but not limited to organizations such as professional associations or
licensing boards), or other public authority, to the extent the
information is relevant and necessary to the requestor's hiring or
retention of an individual or any other personnel action, issuance or
revocation of a security clearance, license, grant, or other benefit,
establishment of a claim, letting of a contract, reporting of an
investigation of an individual, for purposes of a suspension or
debarment action, or the initiation of administrative, civil, or
criminal action.
(4) A record from the system of records may be disclosed to any
source--private or public--to the extent necessary to secure from
such source information relevant to a legitimate OIG investigation,
audit, or other inquiry.
(5) A record from the system of records may be disclosed to the
Department of Justice in the course of litigation when the use of
such records by the Department of Justice is deemed relevant and
necessary to the litigation and may be disclosed in a proceeding
before a court, adjudicative body, or administrative tribunal, or in
the course of civil discovery, litigation, or settlement
negotiations, when a part to a legal action or an entity or
individual having an interest in the litigation includes any of the
following:
(a) The OIG or any component thereof;
(b) Any employee of the OIG in his or her official capacity;
(c) Any employee of the OIG in his or her individual capacity
where the Department of Justice has agreed to represent the employee;
or
(d) The United States, where the OIG determines that litigation
is likely to affect USDA or any of its components.
(6) A record from the system of records may be disclosed to a
Member of Congress from the record of an individual in response to an
inquiry from the Member of Congress made at the request of that
individual. In such cases however, the Member's right to a record is
no greater than that of the individual.
(7) A record from the system of records may be disclosed to the
Department of Justice for the purpose of obtaining its advice on an
OIG audit, investigation, or other inquiry, including Freedom of
Information or Privacy Act matters.
(8) A record from the system of records may be disclosed to the
Office of Management and Budget for the purpose of obtaining its
advice regarding OIG obligations under the Privacy Act or in
connection with the review of private relief legislation.
(9) A record from the system of records may be disclosed to a
private firm with which OIG contemplates it will contract or with
which it has contracted for the purpose of performing any functions
or analyses that facilitate or are relevant to an OIG investigation,
audit, inspection, or other inquiry. Such contractor or private firm
shall be required to maintain Privacy Act safeguards with respect to
such information.
(10) A record from the system of records may be disclosed in
response to a subpoena issued by a Federal agency having the power to
subpoena records of other Federal agencies if the OIG determines
that: (a) The records are both relevant and necessary to the
proceeding, and (b) such release is compatible with the purpose for
which the records were collected.
(11) A record from the system of records may be disclosed to a
grand jury agent pursuant either to a Federal or State grand jury
subpoena, or to a prosecution request that such record be released
for the purpose of its introduction to a grand jury, provided that
the grand jury channels its request through the cognizant U.S.
Attorney, that the U.S. Attorney has been delegated the authority to
make such requests by the Attorney General, and that the U.S.
Attorney actually signs the letter specifying both the information
sought and the law enforcement purpose served. In the case of a State
grand jury subpoena, the State equivalent of the U.S. Attorney and
Attorney General shall be substituted.
(12) A record from the system of records may be disclosed, as a
routine use, to a Federal, State, local, or foreign agency, or other
public authority, for use in computer matching programs to prevent
and detect fraud and abuse in benefit programs administered by any
agency, to support civil and criminal law enforcement activities of
any agency and its components, and to collect debts and overpayments
owed to any agency and its components.
(13) Relevant information from a system of records may be
disclosed to the news media and general public where there exists a
legitimate public interest, e.g., to assist in the location of
fugitives, to provide notification of arrests, or where necessary for
protection from imminent threat of life or property.
(14) A record may be disclosed to any official charged with the
responsibility to conduct qualitative assessment reviews or peer
reviews of internal safeguards and management procedures employed in
investigative operations. This disclosure category includes members
of the President's Council on Integrity and Efficiency and officials
and administrative staff within their investigative chain of command,
as well as authorized officials of the Department of Justice and the
Federal Bureau of Investigation.
(15) In the event that these records respond to an audit,
investigation or review, which is conducted pursuant to an
authorizing law, rule or regulation, and in particular those
conducted at the request of the President's Council on Integrity and
Efficiency (``PCIE'') pursuant to Executive Order 12993, the records
may be disclosed to the PCIE and other Federal agencies, as
necessary.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on computers and automated image filing
systems, and in file folders, notebooks, and card file boxes.
Retrievability:
The records are retrieved by name of individual employee and by
social security number.
Safeguards:
Computer files are password protected and other records are kept
in limited-access areas during duty hours and in locked offices
during nonduty hours.
Retention and disposal:
Retention periods and disposal methods vary by record categories
as set forth in National Archives and Records Administration General
Records Schedules 1 (Civilian Personnel Records) and 2 (Payrolling
and Pay Administration Records). Personal information that the agency
deems to be potentially derogatory or embarrassing is shredded when
retention period expires.
System manager(s) and address:
Director, Resources Management Division, Policy Development and
Resources Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2307.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the Director, Information Management
Division, Policy Development and Resources Management, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2309.
Record access procedures:
An individual may request access to a record in this system which
pertains to him/her by submitting a written request to the Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
An individual may contest information in this system which
pertain to him/her by submitting a written request to the Assistant
Inspector General for Policy Development and Resources Management,
Office of Inspector General, U.S. Department of Agriculture,
Washington, DC 20250-2310.
Record source categories:
The primary information is furnished by the individual employee.
Additional information is provided by supervisors, coworkers,
references, and others.
USDA/OIG-2
System name:
Informant and Undercover Agent Records, USDA/OIG.
System location:
In the OIG headquarters office in the Jamie L Whitten Federal
Building, 1400 Independence Avenue SW., Washington, DC 20250-2317,
and in the OIG regional offices and Investigations suboffices listed
in the system of records designated USDA/OIG-1.
Categories of individuals covered by the system:
Confidential informants, investigative operatives, and undercover
OIG special agents or other law enforcement personnel.
Categories of records in the system:
Names, occupations, criminal histories, and other information
about confidential informants and investigative operatives, together
with allegations against them, and the types of information
previously furnished by or to be expected from them. Types, dates of
issuance and destruction, and details of false identification
documents used by OIG special agents and other law enforcement
personnel for undercover activities.
Authority for maintenance of the system:
IG Act of 1978, 5 U.S.C. app.; 5 U.S.C. 301; 7 U.S.C. 2270.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Routine uses (1) through (13) listed in the system of records
designated USDA/OIG-1.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Stored on sheets of paper and index cards, and in file folders
and computers.
Retrievability:
The records are retrieved by name of confidential informant,
investigative operative, or special agent.
Safeguards:
Computer files are password protected and other records are kept
in limited-access areas during duty hours and in locked offices
during nonduty hours.
Retention and disposal:
Confidential informant and investigative operative information is
kept for 5 years after the date it is put into inactive status. It is
then destroyed. Undercover identification documents are kept until
the agency determines them to be outdated. They are then destroyed.
System manager(s) and and address:
Assistant Inspector General for Investigations, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2317.
Notification procedure:
Inquiries and requests should be addressed to the Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Record access procedures:
To request access to information in this system write to the
Director, Information Management Division, Policy Development and
Resources Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
An individual may contest information in this system which
pertains to him/her by submitting a written request to the Assistant
Inspector General for Policy Development and Resources Management,
Office of Inspector General, U.S. Department of Agriculture,
Washington, DC 20250-2310.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(j)(2), this system of records has been
exempted from all provisions of the Privacy Act of 1974, 5 U.S.C.
552a, as amended, except subsections (b), (c)(1) and (2), (e)(4)(A)
through (F), (e)(6), (7), (9), (10) and (11), and (i).
Pursuant to 5 U.S.C. 552a(k)(2) and (k)(5), this system has been
exempted from the following provisions of the Privacy Act of 1974, 5
U.S.C. 552a: subsections (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I),
and (f).
USDA/OIG-3
System name:
Investigative Files and Automated Investigative Indices System,
USDA/OIG.
System location:
Physical files are kept in the OIG headquarters office in the
Jamie L. Whitten Federal Building, 1400 Independence Avenue SW.,
Washington DC 20250-2307, and Franklin Court, 1099 14th Street NW.,
Washington, DC 20005, and in the OIG regional offices and
Investigations suboffices listed in the system of records designed
USDA/OIG-1.
The OIG regional offices and Investigations suboffices maintain
physical files containing the report of investigation and the
workpapers for each case investigated by that office. The
headquarters files contain a copy of every investigative report, but
do not contain workpapers and may not contain copies of all
correspondence. Older investigative files may be stored in Federal
Records Centers or on microfiche, microfilm, or electronic image
filing systems. Therefore, delays in retrieving this material can be
expected.
Selected portions of records have been computerized--see section
1 of ``Categories of records'' below. These records, used as a
research tool, are accessible by computer terminals located in each
OIG office. These records are maintained on a computer in the Jamie
L. Whitten Federal Building.
Categories of individuals covered by the system:
The individual names in the OIG index fall into one or more of
the following categories:
Subjects. These are individuals against whom allegations of
wrongdoing have been made. In some instances, these individuals have
been the subjects of investigations conducted by OIG to establish
whether allegations were true. In other instances, the allegations
were deemed too frivolous or indefinite to warrant inquiry.
Principals. These are individuals who are not named subjects of
investigative inquiries, but may be responsible for potential
violations. For example, the responsible officers of a firm alleged
to have violated laws or regulations might be individually listed in
the OIG index.
Complainants. These are individuals who have not requested
anonymity or confidentiality regarding their identity, who allege
wrongdoing, mismanagement, or unfair treatment by USDA employees and/
or relating to USDA programs.
Others. These are all other individuals closely connected with a
matter of investigative interest.
Categories of records in the system:
The OIG Investigative Files and Automated Investigative Indices
System consist of:
1. Computerized records retrieved by case number or
alphabetically by the names of individuals, organizations, and firms.
A separate record for each contains, if applicable, identification of
the OIG file or files which contain information on that subject and
if such information was available when the record was created or
modified; the individual's name, address, sex, race, date and place
of birth, relationship to the investigation, FBI or State criminal
identification number, and social security number (very few have the
dates when entries were made into the index);
2. Files containing sheets of paper or microfiche of such sheets
from investigative and other reports, correspondence, and informal
notes and notations concerning (a) one investigative matter or (b) a
number of incidents of the same sort of alleged violation or
irregularity; and
3. Where an investigation is being or will be conducted, but has
not been completed, various case management records, investigator's
notes, statements of witnesses, and copies of records. These are
contained on cards and sheets of paper located in an OIG office or in
the possession of the OIG investigator. Certain management records
are retained after the investigative report is released as a means of
following action taken on the basis of the OIG investigative report.
Authority for maintenance of the system:
IG Act of 1978, 5 U.S.C. app.; 5 U.S.C. 301; 7 U.S.C. 2270.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
In addition to those disclosures generally permitted under
subsection (b) of the Privacy Act of 1974, 5 U.S.C. 552a(b), records
may also be disclosed routinely to other users under the following
circumstances:
Routine uses (1) through (13) listed in the system of records
designated USDA/OIG-1.
Policies and practices for storing, retrieving, accessing,
retaining, and imposing of records in the system:
Storage:
The OIG Automated Investigative Indices System consists of
computerized records. The investigative files are stored in steel
lektriever cabinets, on microfiche sheets, microfilm, electronic
image filing systems, or in Federal Records Centers.
Retrievability:
Computerized records are retrieved alphabetically or by using the
case number, with each record identifying one or more OIG investigate
case files or administrative files arranged numerically by file
number.
Safeguards:
These records are kept in limited-access areas during duty hours,
in locked offices during nonduty hours, or in the possession of the
investigator. Computer files are password protected.
Retention and disposal:
The investigative case files are maintained for 10 years after
the case is closed. Administrative files are kept for 5 years after
the case is closed. Computerized records are destroyed at the same
time as the physical files to which they relate.
System manager(s) and address:
Director, Resources Management Division, Policy Development and
Resources Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2307.
Record access procedures:
To request access to information in this system, write to the
Director, Information Management Division, Policy Development and
Resources Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
An individual may contest information in this system which
pertains to him/her by submitting a written request to the Assistant
Inspector General for Policy Development and Resources Management,
Office of Inspector General, U.S. Department of Agriculture,
Washington, DC 20250-2310.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(j)(2), this system of records has been
exempted from all provisions of the Privacy Act of 1974, 5 U.S.C.
552a, as amended, except subsections (b), (c)(1) and (2), (e)(4)(A)
through (F), (e)(6), (7), (9), (10) and (11), and (i).
Pursuant to 5 U.S.C. 552a(k)(2) and (k)(5), this system has been
exempted from the following provisions of the Privacy Act of 1974, 5
U.S.C. 552a: subsections (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I),
and (f).
USDA/OIG-4
System name:
OIG Hotline Complaint Records, USDA/OIG.
System location:
In the OIG headquarters office in the Jamie L. Whitten Federal
Building, 1400 Independence Avenue SW., Washington, DC 20250-2317.
Categories of individuals covered by the system:
1. Complainants are persons who report or complain of possible
criminal, civil, or administrative violations of law, rule,
regulation, policy, or procedure, or fraud, waste, abuse,
mismanagement, gross waste of funds, or abuse of authority in USDA
programs or operations, or specific dangers to public health or
safety, misuse of government property, personnel misconduct,
discrimination, or other irregularities affecting USDA.
2. Subjects are persons against whom such complaints are made.
Categories of records in the system:
1. Identities of complaints, if known, and subjects.
2. Details of each allegation.
3.OIG case number and control number(s) used by other agencies
for tracking each complaint.
4. Responses from agencies to which complaints are referred for
inquiry.
5. Summary of substantiated information and results of agency
inquiry into the complaint.
Authority for maintenance of the system:
IG Act of 1978, 5 U.S.C. app. 3; 5 U.S.C. 301; 7 U.S.C. 2270.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Routine uses (1) through (13) listed in the system of records
designated USDA/OIG-1.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Stored in a computer and on sheets of paper in file folders.
Retrievability:
The records are retrieved by name of subject or complainant or by
case number.
Safeguards:
Files are kept in a limited access area and are in locked storage
when not in use. Access to computerized information is protected by
requiring a confidential password.
Retention and disposal:
Physical files and computerized records are retained 10 years
after closing, after which they are shredded and deleted.
System manager(s) and address:
Assistant Inspector General for Investigations, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2317.
Notification procedure:
Inquiries and requests should be addressed to the Director, of
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Record access procedures:
To request access to information in this system, write to the
Director, Information Management Division, Policy Development and
Resources Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
An individual may contest information in this system which
pertains to him/her by submitting a written request to the Assistant
Inspector General for Policy Development and Resources Management,
Office of Inspector General, U.S. Department of Agriculture,
Washington, DC 20250-2310.
Record source categories:
Identities of complainants and subjects are provided by
individual complainants. Additional information may be provided by
individual complaints, subjects, and/or third parties.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(j)(2), this system of records has been
exempted from all provisions of the Privacy Act of 1974, 5 U.S.C.
552a, as amended, except subsections (b), (c)(1) and (2), (e)(4)(A)
through (F), (e)(6), (7), (9), (10) and (11), and (i).
Pursuant to 5 U.S.C. 552a(k)(2) and (k)(5), this system has been
exempted from the following provisions of the Privacy Act of 1974, 5
U.S.C. 552a: subsections (c)(3), (d), (e)(1), (e)(4)(G), (H), and
(I), and (f).
USDA/OIG-5
System name:
Consolidated Assignments Personnel Tracking Administrative
Information Network (CAPTAIN), USDA/OIG.
System location:
U.S. Department of Agriculture, National Computer Center, 8930
Ward Parkway, Kansas City, Missouri 64114.
Categories of individuals covered by the system:
OIG professional employees who participate in either audit or
investigative assignments.
Subjects of investigations.
Categories of records in the system:
CAPTAIN provides OIG management officials with a wide range of
information on audit and investigative operations. The system
identifies individual assignments of employees and provides
information on their use of direct and indirect time, significant
dates relating to each assignment, reported dollar deficiencies,
recoveries, penalties, the number of investigative prosecutions,
convictions, other legal and administrative actions, and subjects of
investigation. The system is used to manage audit and investigative
assignments and to facilitate reporting of OIG activities to Congress
and other Governmental entities.
Authority for maintenance of the system:
IG Act of 1978, 5 U.S.C. app. 3; 5 U.S.C. 301; 7 U.S.C. 2270.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Routine uses (1) through (13) listed in the system of records
designated USDA/OIG-1.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on computer discs, magnetic tape, and in
file folders and notebooks.
Retrievability:
Information in the system generally can be retrieved by OIG
personnel in headquarters and the regions. Information is generally
retrieved by assignment number or geographic location. However,
information can be retrieved by any field in the system, including
subject name, employee name, and employee social security number.
Safeguards:
Normal computer security is maintained including password
protection. Printouts and source documents are kept in limited-access
areas during duty hours and in locked offices during nonduty hours.
Retention and disposal:
Computer files and other records are cleared, retired, or
destroyed, when no longer useful, in accordance with National
Archives and Records Administration General Records Schedules and
USDA record retention and/or destruction schedules.
System manager(s) and address:
Audit Subsystem--Assistant Inspector General for Audit, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2311.
Investigations Subsystem--Assistant Inspector General for
Investigations, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2317.
Notification procedures:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her, from the Director, Information Management
Division, Policy Development and Resources Management, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2309.
Record access procedures:
An individual may request access to a record in this system which
pertains to him/her by submitting a written request to the Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
An individual may contest information in this system which
pertains to him/her by submitting a written request to the Assistant
Inspector General for Policy Development and Resources Management,
Office of Inspector General, U.S. Department of Agriculture,
Washington, DC 20250-2310.
Record source categories:
Information in the system is obtained from various source
documents related to audit and investigative activities including
assignment letters, employee time reports, case entry sheets, etc.
Systems exempted from certain provisions of the act:
Pursuant to 5 U.S.C. 552a(j)(2), the Investigations Subsystem and
the Employee Time System are exempted from all provisions of the
Privacy Act of 1974, 5 U.S.C. 552a, as amended, except subsections
(b), (c)(1) and (2), (e)(4)(A) through (F), (e)(6), (7), (9), (10),
and (11), and (i).
Pursuant to 5 U.S.C. 552a(k)(2) and (k)(5), the Investigations
Subsystem and the Employee Time System are exempted from the
following provisions of the Privacy Act of 1974, 5 U.S.C. 552a:
subsections (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f).
USDA/OIG-6
System name:
Training Tracking System, USDA/OIG.
System location:
U.S. Department of Agriculture, National Computer Center, 8930
Ward Parkway, Kansas City, Missouri 64114.
Categories of individuals covered by the system:
OIG audit employees.
Categories of records in the system:
The system contains records of audit employee training history.
Authority for maintenance of the system:
IG Act of 1978, 5 U.S.C. app. 3; 5 U.S.C. 301; 7 U.S.C. 2270.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) A record from the system of records may be disclosed as a
routine use to a Federal agency or professional organization to
document continuing education credits required by the Government
Auditing Standards, U.S. General Accounting Office Standards of Audit
of Governmental Organizations, Programs, Activities, and Functions.
The record must be relevant to the determination of professional
proficiency and compliance with the general qualification standard
for government auditing, and retention of an employee or other
personnel action.
(2) Routine uses (1) through (13) listed in the system of records
designated USDA/OIG-1.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on computer and in file folders.
Retrievability:
The records are retrieved by name of individual, social security
number, or group of employees.
Safeguards:
Computer files are password protected and other records are kept
in limited-access areas during duty hours and in locked offices
during nonduty hours.
Retention and disposal:
Records are retained as long as the agency determines they are
needed. They are then destroyed.
System manager(s) and address:
Assistant Inspector General for Audit, Office of Inspector
General, U.S. Department of Agriculture, Washington, DC 20250-2311.
Notification procedure:
Any individual may request information regarding this system of
records, or information, as to whether the system contains records
pertaining to him/here from the Director, Information Management
Division, Policy Development and Resources Management, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2309.
Record access procedures:
An individual may request access to a record in this system which
pertains to him/her by submitting a written request to the Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
An individual may contest information in this system which
pertains to him/her by submitting a written request to the Assistant
Inspector General for Policy Development and Resources Management,
Office of Inspector General, U.S. Department of Agriculture,
Washington, DC 20250-2310.
Record source categories:
Information in the system comes entirely from OIG audit
employees.
USDA/OIG-7
System name:
Freedom of Information Act and Privacy Act Request Records, USDA/
OIG.
System location:
Files are kept in the OIG headquarters office in the Jamie L.
Whitten Federal Building, 1400 Independence Avenue SW., Washington,
DC 20250-2309.
Categories of individuals covered by the system:
This system contains records of individuals who have made
requests under the Freedom of Information Act of Privacy Act.
Categories of records in the system:
The request records consist of the incoming request, all
correspondence developed during the processing of the request, and
the final reply.
Authority for maintenance of the system:
IG Act of 1978, 5 U.S.C. app. 3; 5 U.S.C. 301; 7 U.S.C. 2270.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Used by OIG employees as an internal control mechanism for
tracking the disposition of requests and for responding to
individuals who are checking on the status of their requests.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are stored in file folders.
Retrievability:
The records are retrieved by name or by using a control number
that is assigned upon date of receipt.
Safeguards:
Freedom of Information Act and Privacy Act request records are
stored in file cabinets in limited-access areas during duty hours and
in locked offices during nonduty hours.
Retention and disposal:
Records are disposed of in accordance with National Archives and
Records Administration General Records Schedule 14 pertaining to
informational services records.
System manager(s) and address:
Director, Information Management Division, Policy Development and
Resources Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her, from the Director, Information Management
Division, Policy Development and Resources Management, Office of
Inspector General, U.S. Department of Agriculture, Washington, DC
20250-2309.
Record access procedures:
An individual may request access to a record in this system which
pertains to him/her by submitting a written request to the Director,
Information Management Division, Policy Development and Resources
Management, Office of Inspector General, U.S. Department of
Agriculture, Washington, DC 20250-2309.
Contesting record procedures:
An individual may contest information in this system which
pertains to him/her by submitting a written request to the Assistant
Inspector General for Policy Development and Resource Management,
Office of Inspector General, U.S. Department of Agriculture,
Washington, DC 20250-2310.
Record source categories:
Information in this system comes from the individual making the
request and from OIG employees processing the request.
USDA/OIRM-1
System name: USDA/OIRM-1, Telephone Call Detail Records.
System locations:
U.S. Department of Agriculture (USDA) and component agency
offices nationwide.
Categories of individuals covered by the system:
Agriculture employees and contractor personnel who make telephone
calls, and individuals who receive telephone calls placed from or
charged to agency telephones.
Categories of records in the system:
Records relating to the use of agency telephones; records
indicating assignment of telephone numbers to employees; records
relating to location of telephones; records relating to unauthorized
use of telephones and personnel or administrative actions related to
telephone abuse, excluding OIG investigative and audit reports.
Telephone calls made to the Department's Office of Inspector General
Hotline are excluded from the records maintained in this system
pursuant to the provision of 5 U.S.C., appendix 3, section 7(b)
(Inspector General Act of 1978).
Authority for maintenance of the system:
5 U.S.C. 301; Pub. L. 97-258; 31 U.S.C. 1348(b); and 44 U.S.C.
3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records and data may be disclosed as is necessary (1) to members
of Congress to respond to written inquiries made by individual
constituents that are record subjects; (2) to representatives of the
General Services Administration or the National Archives and Records
Administration who are conducting records management inspections
under the authority of 44 U.S.C. 2904 and 2906; (3) in response to a
request for discovery or for the appearance of a witness, to the
extent that what is disclosed is relevant to the subject matter
involved in a pending judicial or administrative proceeding; (4) in a
proceeding before a court or adjudicative body to the extent that
they are relevant and necessary to the proceeding; (5) in the event
that material in this system indicates a violation of law, whether
civil or criminal in nature, and whether arising by general statute
or by regulation, rule or order issued pursuant thereto, the relevant
records may be disclosed to the appropriate agency, whether Federal,
State, local or foreign, charged with the responsibility of
investigating or prosecuting such violation or charged with enforcing
or implementing the statute, or rule, regulation or order, issued
pursuant thereto; (6) to employees of the agency to determine their
individual responsibility for telephone calls and to resolve any
disputes and facilitate the verification of discrepancies relating to
billing, payment, or reconciliation of telephone operational or
accountability records; and (7) to a company providing
telecommunications consulting or other services to the Government.
Disclosures to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12):Disclosures may be
made from this system to ``consumer reporting agencies: as defined in
the Fair Credit Reporting Act 15 U.S.C. 1681a(f) and the Federal
Claims Collection Act of 1966 31 U.S.C. 3701(a)(3).
Policies and practices of storing, retrieving, accessing,
retaining, and disposing of records in a system:
Individuals with access to call detail records are responsible
for controlling records in their possession in a way that ensures
privacy. Storage of such material is also the responsibility of the
individual and must be done in a way to prevent unauthorized
disclosure. Telephone call detail records shall be maintained by
Department personnel for periods approved by the National Archives.
Storage:
Call detail summaries are stored on paper in file folders, on
magnetic tape, or on other electronic media.
Retrievability:
Records may be retrieved by employee name or identification
number, by name of recipient of telephone call, by telephone number,
by account code card number, by type or class of service, or by
location.
Safeguards:
Paper records and backup diskettes are located in locked metal
filing cabinets in secure rooms; data on personal computers is
password protected. Other machine readable records are stored on
magnetic tape in safes accessible only to security personnel.
Retention and disposal:
Records are disposed of as approved by the National Archives and
Records Administration.
System manager(s) and address:
For employees of:
Agricultural Cooperative Service (ACS): Administrative Officer,
USDA, ACS, Room 4011, South Building, Washington, DC 20250;
Agricultural Marketing Service (AMS): Telecommunications
Specialist, USDA, AMS, ESS, Communications Section, PO Box 96456,
Room 3528, South Building, Washington, DC 20090-6456;
Agricultural Research Service (ARS): Administrative Management
Office, USDA, ARS, 6303 Ivy Lane, Room 519, Greenbelt, MD 20770-1433;
Agricultural Stabilization and Conservation Service (ASCS):
Property Management Office, USDA, ASCS, PO Box 2415, Washington, DC
20013;
Animal and Plant Health Inspection Service (APHIS): Director,
Administrative Services Division, Room 1761, South Building, 14th &
Independence Avenue SW, Washington, DC 20250;
Cooperative State Research Service (CSRS): Chief, Management
Services Branch, PMSD, Extension Service, Third Floor Mezzanine,
Cotton Annex Building, Washington, DC 20250-0900;
Economic Analysis Staff (EAS): Director, Administrative Services
Division, Economics Management Staff, Room 4322, South Building, 14th
and Independence Avenue SW, Washington, DC 20250-3500;
Economics Management Staff (EMS): Director, Administrative
Services Division, Economics Management Staff, Room 4322, South
Building, 14th and Independence Avenue SW, Washington, DC 20250-3500;
Economic Research Service (ERS): Director, Administrative
Services Division, Economics Management Staff, Room 4322, South
Building, 14th and Independence Avenue SW, Washington, DC 20250-3500;
Extension Service (ES): Chief, Management Services Branch, PMSD,
Extension Service, 3rd Floor Mezzanine, Cotton Annex Building, 14th &
Independence Ave. SW, Washington, DC 20250-0900;
Farmers Home Administration (FmHA): Chief, General Services
Branch, General Services Staff, USDA, FmHA, Room 6864, South
Building, Washington, DC 20250;
Federal Crop Insurance Corporation (FCIC): Management Analyst,
USDA, FCIC, Room 4613, South Building, Washington, DC 20250;
Federal Grain Inspection Service (FGIS): Director, Compliance
Division, USDA, FGIS, PO Box 96454, Washington, DC 20090-6454;
Food and Nutrition Service (FNS): Property Utilization
Specialist, USDA, FNS, 3101 Park Center Drive, room 910, Park Office
Center Building, Alexandria, VA 22302;
Food Safety and Inspection Service (FSIS): Head, Property and
Service Operations Sections, PPB, Administrative Services Division,
USDA, FSIS, room 2136, South Building, Washington, DC 20250;
Foreign Agricultural Service (FAS): Telecommunications Manager,
USDA, FAS, room 0664, South Building, Washington, DC 20250;
Forest Service (FS): Branch Chief, Computer Sciences and
Telecommunications Staff, USDA, FS, room 808, Rosslyn Plaza East,
1621 North Kent Street, PO Box 96090, Washington, DC 20090-6090 and
Field Units nation wide as listed at 36 CFR part 200, subpart A;
Human Nutrition Information Service (HNIS): Chief, Survey
Statistics Branch, USDA, HNIS, room 304, Federal Building,
Hyattsville, MD 20782;
National Agricultural Library (NAL): Administrative Manager,
USDA, NAL, room 201, 10301 Baltimore Blvd., Beltsville, MD 20705-
2351;
National Agricultural Statistics Service (NASS): Director,
Program Support Staff, USDA, NASS, room 4116, South Building, 12th
and Independence Avenue, SW., Washington, DC 20250;
Office of Administrative Law Judges (OALJ): Hearing Clerk, USDA,
OALJ, room 1081, South Building, Washington, DC 20250;
Office of Advocacy and Enterprise (OAE): Administrative Officer,
USDA, OAE, room 1326, South Building, Washington, DC 20250;
Office of Budget and Program Analysis (OBPA): Administrative
Officer, USDA, OBPA, AG Box 4212, Washington, DC 20250;
Office of Energy (OE): Director, Administrative Services
Division, Economics Management Staff, room 4322, South Building, 14th
and Independence Avenue, SW, Washington, DC 20250-3500;
Office of Finance and Management (OFM): Administrative Officer,
USDA, OFM--Headquarters, room 4082, South Building, Washington, DC
20250-9000; and, Chief, Telecommunications Branch, Information
Resources Management Division, National Finance Center OFM-USDA, PO
Box 60,000, New Orleans, LA 70160;
Office of the General Counsel (OGC): Director, Administration and
Resource Management, room 2041, South Building, Washington, DC 20250;
Office of Information Resources Management (OIRM): Chief,
Management Services Staff, USDA, OIRM, room 1082, South Building,
14th & Independence Ave., SW, Washington, DC 20250;
Office of International Cooperation and Development (OICD):
Deputy Assistant Administrator for Administration, USDA, OICD, room
3101, South Building, Washington, DC 20250;
Office of Operation (OO): Management Analyst, USDA, OO, room
1554, South Building, Washington, DC 20250;
Office of Personnel (OP): Resource Coordinator, USDA, OP, AG Box
9602, Washington, DC 20250;
Office of Public Affairs (OPA): FOIA/Privacy Act Officer, USDA,
OPA, AG Box 1310, Washington, DC 20250;
Office of the Secretary (SEC): Chief, Executive Service Staff,
USDA, AG Box 0150, Washington, DC 20250;
Packers and Stockyards Administration (PSA): Director of
Management Services Staff, USDA, PSA, room 3038, South Building,
Washington, DC 20250;
Rural Electrification Administration (REA): Management Analyst,
USDA, REA, room 0167, South Building, Washington, DC 20250;
Soil Conservation Service (SCS): Deputy Director of Budget
Branch, USDA, SCS, room 6229, South Building, Washington, DC 20250;
World Agricultural Outlook Board (WAOB): Director, Administrative
Services Division, Economics Management Staff, room 4322, South
Building, 14th & Independence Avenue, SW., Washington, DC 20250;-
3500.
Notification procedures:
An individual may request information as to whether the system
contains records pertaining to him or her from the System Manager,
under the appropriate address shown above in System Manager and
Address. Requester should provide his or her name pursuant to the
inquiry provisions of the Department's rules which appear in 7 CFR
part 1, subpart G.
Records access procedures:
Requests from individuals should be addressed to the same address
as stated in the notification section above. The envelope and letter
should be marked ``PRIVACY ACT REQUEST.''
Contesting records procedures:
Same as Notification Procedures. The Department rules for access,
for contesting contents, and appealing initial determination by the
individual concerned appear in 7 CFR part 1, subpart G.
Record source categories:
Records in this system come primarily from telephone assignment
records; call detail listings; results of administrative inquiries
relating to assignment of responsibility for placement of specific
long distance calls.
System exempted from certain provisions of the act:
None.
Office of Operations
USDA/OO-1
System name: Debarred, Ineligible and Suspended Bidders.
System location:
Procurement Division, Office of Operations, USDA, Washington, DC
20250.
Categories of individuals covered by the system:
Individuals who, as principals or responsible employees of
companies contracting with USDA or other Federal agencies, have
committed or are suspected of having committed, illegal or
irresponsible acts in connection with the performance of those
contacts.
Categories of records in the system:
Contract files on companies and their principal owners, officers
or responsible employees, containing material relating to performance
of individuals and their companies under government contracts.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
Used in USDA to determine if a debarment or suspension action is
appropriate to preclude individuals from contracting with the Federal
government.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records contained in this system may be disclosed:
1. To Federal Contracting Officers in connection with the Federal
procurement process;
2. To Members of Congress to respond to inquiries made on behalf
of individual constituents that are record subjects;
3. In response to a request for discovery or for the appearance
of a witness, to the extent that what is disclosed is relevant to the
subject matter involved in a pending judicial or administrative
proceeding;
4. In a proceeding before a court or adjudicative body to the
extent that they are relevant and necessary to the proceeding;
5. In the event that material in this system indicates a
violation of law, whether civil or criminal or regulatory in nature,
and whether arising by general statute, or by regulation, rule or
order issued pursuant thereto, the relevant records may be disclosed
to the appropriate agency, whether Federal, State, local, or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation, or order issued pursuant thereto.
Policies for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage:
Records are maintained in file folders at the address above.
Retrievability:
Information can be retrieved by name of an individual or the name
of the firm with which that person was associated.
Safeguards:
Records are kept in locked rooms in metal filing cabinets with
access limited to those requiring the information for official
purposes.
Retention and disposal:
Records are sent to Federal Records Centers about 3 years after
the close of a case and are destroyed about 2 years thereafter.
System manager(s) and address:
Director, Office of Operations, USDA, Washington, DC 20250.
Notification procedure:
Persons may request information on this system of records, or
information as to whether the system contains records pertaining to
them from the Chief, Procurement Division, Office of Operations,
USDA, Washington, DC 20250. Telephone (202) 447-3037. A request for
information pertaining to an individual should contain: Name,
address, company name, date of debarment, ineligibility or
suspension, or date of last correspondence with the agency.
Record access procedure:
Persons may obtain information on procedures to gain access to
system records pertaining to them by submitting a written request to
the Director, Office of Operations.
Contesting record procedures:
Persons may obtain information on procedures to contest system
records pertaining to them by submitting a written request to the
Director, Office of Operations.
Record source categories:
Information in this system comes primarily from agency employees,
other Federal agencies, law enforcement officials or judicial
officers.
USDA/OO-2
System name: Contracting Officer Warrant System.
System location:
See appendix.
Categories of individuals covered by the system:
Department of Agriculture employees who have been delegated
procurement authority under the Warrant System.
Categories of records in the system:
Employee name, identification number, present employment,
previous employment, education, experience, specialized training,
series and grade, and level of warrant issued.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
Used by Heads of Contracting Activities or designees for
evaluation purposes when delegating procurement authority. Data from
the system provides program management information needed for
planning, training, budgeting, and recruiting.
Routine uses of records maintained in the system, including
categories of uses and the purpose of such uses:
Data from the system may be disclosed:
1. To Federal agencies in cases where concurrence of those
agencies is necessary prior to designating a person as contracting
officer for a specific procurement or class of procurement;
2. To Federal Contracting Officers in connection with the Federal
procurement process;
3. To Members of Congress to respond to inquiries made on behalf
of individual constituents that are record subjects;
4. In response to a request for discovery or for the appearance
of a witness, to the extent that what is disclosed is relevant to the
subject matter involved in a pending judicial or administrative
proceeding;
5. In a proceeding before a court of adjudicative body to the
extent that they are relevant and necessary to the proceeding;
6. In the event that material in this system indicates a
violation of law, whether civil or criminal or regulatory in nature,
and whether arising by general statute, or by regulation, rule or
order issued pursuant thereto, the relevant records may be disclosed
to the appropriate agency, whether Federal, State, local, or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
Policies and procedures for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper forms, originals or copies, preprinted or handwritten
forms, and/or computer storage.
Retrievability:
Information can be retrieved by name, identification number,
office location.
Safeguards:
Records are maintained in standard filing equipment and
computers. Access to the file is restricted to persons having a need
to know the information in the course of their duties.
Retention and disposal:
Records are maintained for 3 years after cancellation of the
delegation and then destroyed.
System manager(s) and address:
Director, Office of Operations, USDA, Washington, DC 20250.
Notification procedure:
Covered employees may request information on this system and
information on records relating to them from the Chief, Procurement
Division, Office of Operations, USDA, Washington, DC 20250. Telephone
(202) 447-3037.
Contesting record procedures:
Persons may obtain information on procedures to contest system
records pertaining to them by submitting a written request to the
Director, Office of Operations.
Record source categories:
Information in this system comes primarily from agency employees.
Appendix: Addresses at which records in System USDA/OO-2 may be
maintained (specific street addresses and ZIP codes may be found in
the telephone directors for each community under the classification
U.S. Government, Department of Agriculture).
Agricultural Marketing Service: Poultry Division; Livestock,
Meat, Grain and Seed Division; Fruit and Vegetable Division,
Washington, DC 20250.
Agricultural Research Service: Facilities Construction Management
Division, Hyattsville, MD 20782; Contracting and Assistance Division,
Beltsville, MD 20705; Beltsville Area Office, Beltsville, MD 20705;
Central Plains Area Office, Ames, IA; Mid-South Area Office,
Stoneville, MS; Midwest Area Office, Peoria, IL; Mountain States Area
Office, Ft. Collins, CO; North Atlantic Area Office, Philadelphia,
PA; Northern States Area Office, Minneapolis, MN; Northwest Area
Office, Portland, OR; Pacific Basin Area Office, Albany, CA; South
Atlantic Area Office, Athens, GA; Southern Plains Area Office,
College Station, TX.
Agricultural Stabilization and Conservation Service: Management
Services Division, Washington, DC; Kansas City Management Office,
Kansas City, MO; Aerial Photography Field Office, Salt Lake City, UT;
Kansas City Commodity Office, Kansas City, MO.
Animal and Plant Health Inspection Service: Administrative
Services Division, Washington, DC; Procurement and Engineering
Branch, Hyattsville, MD; Field Servicing Office, Minneapolis, MN.
Economics Management Staff: Administrative Services Division,
Washington, DC.
Extension Service: Cooperative Management Staff, Washington, DC.
Farmers Home Administration: Administrative Services Division,
Washington, DC 20250; Administrative Support Division, St. Louis, MO.
Federal Crop Insurance Corporation: Management Support Division,
Washington, DC 20250.
Food and Nutrition Service: Administrative Services Division,
Alexandria, VA; Mid-Atlantic Division, Robbinsville, NW; Southeast
Region, Atlanta, GA; Minneapolis Computer Support Center,
Minneapolis, MN; Mid-West Region, Chicago, IL; Southwest Region,
Dallas, TX; Western Region, San Francisco, CA; New England Region,
Burlington, MA; Mountain Plains Region, Denver, CO.
Food Safety and Inspection Service: Administrative Services
Division, Washington, DC; Administrative Services Division,
Minneapolis, MN.
Foreign Agricultural Service: Management Services Division,
Washington, DC.
Forest Service: Administrative Services Division, Washington, DC;
Geometronics Service Center, Salt Lake City, UT; Boise Interagency
Fire Center, Boise ID; Alaska Region, Juneau, AK; Tongass NF Chatham
Area, Sitka, AK; Tongass NF Stikine Area, Petersburg, AK; Tongass NF
Ketchikan Area, Ketchikan, AK; Chugach NF, Anchorage, AK; Pacific
Northwest Region, Portland, OR; Deschutes NF, Bend, OR; Fremont NF,
Lakeview, OR; Malheur NF, John Day, OR; Mt. Hood NF, Gresham, OR;
Ochoco NF, Prineville, OR; Rogue River NF, Medford, OR; Siskiyou NF,
Grants Pass, OR; Siuslaw NF, Corvallis, OR; Umatilla NF, Pendleton,
OR; Umpqua NF, Roseburg, OR; Wallowa-Whitman NF, Baker, OR;
Willamette NF, Eugene, OR; Winema NF, Klamath Falls, OR; Okanogan NF,
Okanogan, WA; Wenatchee NF, Wenatachee, WA; Olympic NF, Olympia, WA;
Gifford Pinchot NF, Vancouver, WA; Mt. Baker-Snoqualmie NF, Seattle,
WA; Colville NF, Colville, WA; Pacific Southwest Region, San
Francisco, CA; Angeles NF, Arcadia, CA; Cleveland NF, San Diego, CA;
Eldorado NF, Placerville, CA; Inyo NF, Bishop, CA; Klamath NF, Yreka,
CA; Lassen NF, Susanville, CA; Lost Padres NF, Goleta, CA; Mendocino
NF, Willo, CA; Modoc NF, Alturas, CA; Plumas NF, Quincy, CA; San
Bernardino NF, San Bernardino, CA; Sequoia NF, Porterville, CA;
Shasta-Trinity NF, Redding, CA; Sierra NF, Fresno, CA; Six Rivers NF,
Eureka, CA; Stanislaus NF, Sonora, CA; Tahoe NF, Nevada City, CA;
Northern Region, Missoula, MT; Clearwater NF, Orofino, ID; Idaho
Panhandle NF, Coeur d'Alene, ID; Nezperce NF, Grangeville, ID;
Bitteroot NF, Hamilton, MT; Beaverhead NF, Dillion, MT; Custer NF,
Billings, MT; Deerlodge NF, Butte, MT; Flathead NF, Kalispell, MT;
Gallatin NF, Bozeman, MT; Helena NF, Helena, MT; Kootenai NF, Libby,
MT; Lewis and Clark NF, Great Falls, MT; Lolo NF, Fort Missoula, MT;
Intermountain Region, Ogden, UT; Boise NF, Boise, ID; Caribou NF,
Pocatello, ID; Challis NF, Challis, ID; Payette NF, McCall, ID;
Salmon NF, Salmon, ID; Sawtooth NF, Twin Falls, ID; Targhee NF, St.
Anthony, ID; Humbolt NF, Elko, NF; Toiyabe NF, Sparks, NV; Ashley NF,
Vernal, UT; Dixie NF, Cedar City, UT; Fishlake NF, Richfield, UT;
Manti-LaSal NF, Price, UT; Uinta NF, Provo, UT; Wasatch NF, Salt Lake
City, UT; Bridger-Teton NF, Jackson, WY; Southwestern Region,
Albuquerque, NM; Apache-Sitgreaves NF, Springeville, AZ; Coconino NF,
Flagstaff, AZ; Coronado NF, Tucson, AZ; Kaibab NF, Williams, AZ;
Prescott NF, Prescott, AZ; Tonto NF, Phoenix, AZ; Carson NF, Taos,
NM; Cibola NF, Albuquerque, NM; Gila NF, Silver City, NM; Lincoln NF,
Alamagordo, NM; Santa Fe NF, Sante Fe, NM; Rocky Mountain Region,
Lakewood, CO; Grand Mesa, Uncompahgre and Gunnison National Forests,
Delta, CO; Rio Grande NF, Monte Vista, CO; Arapaho-Roosevelt NF, Fort
Collins, CO; Routt NF, Steamboat Springs, CO; Pike-San Isabel NF,
Pueblo, CO; San Juan NF, Durango, CO; White River NF, Glenwood
Springs, CO; Nebraska NF, Chadron, NE; Black Hills NF, Custer, SD;
Bighorn NF, Sheridan, WY; Medicine Bow NF, Laramie, WY; Shoshone NF,
Cody, WY; Eastern Regions, Milwaukee, WI; Shawnee NF, Harrisburg, IL;
Wayne-Hoosier NF, Bedford, IN; Hiawatha NF, Escanaba, MI; Huron-
Manistee NF, Cadillac, MI; Ottawa NF, Ironwood, MI; Superior NF,
Duluth, MN; Chippewa NF, Cass Lake, MN; Mark Twain NF, Rolla, MO;
White Mountain NF, Laconia, NH; Allegheny NF, Warren, PA; Green
Mountain NF, Ruthland, VT; Monongahela NF, Elkins, WV; Chequamegon
NF, Park Falls, WI; Nicolet NF, Rhinelander, WI; Southern Region,
Atlanta, GA; Ouachita NF, Hot Springs, AK; National Forests in
Alabama, Montgomery, AL; Ozark and St. Francis National Forests,
Russellville, AK; National Forests in Florida, Tallahassee, FL;
Chattahoochee and Ocone National Forests; Gainesville, GA; Daniel
Boone NF, Winchester, KY; Kisatchie NF, Pineville, LA; National
Forests in Mississippi, Jackson, MS; National Forests in North
Carolina, Asheville, NC; Francis Marion and Sumter National Forests,
Columbia, SC; Cherokee NF, Cleveland, TN; National Forests in Texas,
Lufkin, TX; George Washington NF, Harrisonburg, VA; Jefferson NF,
Roanoke, VA; Caribbean NF, Rio Piedras, PR; North Central Forest and
Range Experiment Station, St. Paul, MN; Northeastern Forest
Experiment Station, Broomail, PA; Rocky Mountain Forest Experiment
Station, Fort Collins, CO; Southeastern Forest Experiment Station,
Asheville, NC; Southern Forest Experiment Station, New Orleans, LA;
Forest Products Laboratory, Madison, WI.
Office of Finance and Management, National Finance Center: New
Orleans, LA 70160.
Office of Information Resources Management: Ft. Collins Computer
Center, Ft. Collins, CO 80524.
Office of Inspector General: Contracting and Procurement Branch,
Resources Management Division, Washington, DC 20250.
Office of International Cooperation and Development: Management
Services Branch, Washington, DC 20250.
Office of Operations: Procurement Division, Washington, DC 20250.
Rural Electrification Administration: Administrative Services
Division, Washington, DC 20250.
Soil Conservation Service: National Office Administrative Staff,
Washington, DC 20250; and State Administrative Offices in Auburn, AL;
Anchorage, AK; Phoenix, AZ; Little Rock, AK; Davis, CA; San Juan, PR;
Denver, CO; Storrs, CT; Dover, DE; Gainesville, FL; Athens, GA;
Honolulu, HI; Boise, ID; Champaign, IL; Indianapolis, IN; Des Moines,
IA; Salina, KS; Lexington, KY; Alexandria, LA; Orono, ME; College
Park, MD; Amherst, MA; East Lansing, MI; St. Paul, MN; Jackson, MS;
Columbia, MO; Bozeman, MT; Lincoln, NE; Reno, NV; Durham, NH;
Somerset, NJ; Albuquerque, NM; Syracuse, NY; Raleigh, NC; Bismarck,
ND; Columbus, OH; Stillwater, OK; Portland, OR; Harrisburg, PA; West
Warwick, RI; Columbia, SC; Huron, SD; Nashville, TN; Temple, TX; Salt
Lake City, UT; Winooski, VT; Richmond, VA; Spokane, WA; Morgantown,
WV; Madison, WI; Casper, WY; and Administrative Officers at Technical
Service Centers in Lincoln, NB; Portland, OR; Chester, PA; and Fort
Worth, TX.
USDA/OO-3
System name:
Real Property Leasing Officer Warrant System.
System location:
See appendix.
Categories of individuals covered by the system:
USDA employees who have been delegated real property leasing
authority under the Warrant System.
Categories of records in the system:
Employee name, identification number, present employment,
previous employment, education, experience, specialized training,
series and grade, and level of warrant issued.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
Used by Heads of the Real Property Leasing Activity or designees
for evaluation purposes prior to delegating real property leasing
authority. Data from the system provides program management
information needed for planning, training, budgeting, and recruiting.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
Records contained in this system may be disclosed:
1. To Members of Congress to respond to inquiries made on behalf
of individual constitutents who are record subjects;
2. In response to a request for discovery or for the appearance
of a witness, to the extent that what is disclosed is relevant to the
subject matter involved in a pending judicial or administrative
proceeding;
3. In a proceeding before a court or adjudicative body to the
extent that they are relevant and necessary to the proceeding;
4. In the event that material in this system indicates a
violation of law, whether civil or criminal or regulatory in nature,
and whether arising by general statute, or by regulation, rule or
order issued pursuant thereto, the relevant records may be disclosed
to the appropriate agency, whether Federal, State, local, or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
Policies and practices for storing, retrieving, accessing,
retraining, and disposing of records in the system:
Storage:
Paper form, originals or copies, preprinted or handwritten forms,
and/or computer storage.
Retrievability:
Information can be retrieved by name, identification number,
office location.
Safeguards:
Records are maintained in standard filing equipment and
computers. Access to the file is restricted to persons having a need
to know the information in the course of their duties.
Retention and disposal:
Records are maintained for 7 years after cancellation of the
delegation and then destroyed.
System manager(s) and address:
Director, Office of Operations, USDA, Washington, DC 20250.
Notification procedure:
Covered employees may request information on this system and
information on records relating to them from the Chief, Real Property
Management Division, Office of Operations, USDA, Washington, DC
20250. Telephone (202) 447-5225.
Contesting record procedures:
Persons may obtain information on procedures to contest system
records pertaining to them by submitting a written request to the
Director, Office of Operations.
Record source categories:
Information in this system comes primarily from agency employees.
Appendix: Addresses at which records in System USDA/OO-3 may be
maintained (Specific street addresses and ZIP Codes may be found in
the telephone directory for each community, under the
classification U.S. Government, Department of Agriculture).
Agricultural Marketing Service: Administrative Services,
Washington, DC 20250.
Agricultural Research Service: Facilities Construction Management
Division, Hyattsville, MD 20782; Contracting and Assistance Division,
Beltsville, MD 20705; Beltsville Area Office, Beltsville, MD 20705;
Central Plains Area Office, Ames, IA; Mid-South Area Office,
Stoneville, MS; Midwest Area Office, Peoria, IL; Mountain States Area
Office, Ft. Collins, CO; North Atlantic Area Office, Philadelphia,
PA; Northern States Area Office, Minneapolis, MN; Northwest Area
Office, Portland, OR; Pacific Basin Area Office, Albany, CA; South
Atlantic Area Office, Athens, GA; Southern Plains Area Office,
College Station, TX.
Agricultural Stabilization and Conservation Service: Management
Services Division, Washington, DC; Kansas City Management Office,
Kansas City, MO; Aerial Photography Field Office, Salt Lake City, UT;
Kansas City Commodity Office, Kansas City, MO.
Animal and Plant Health Inspection Service: Administrative
Services Division, Washington, DC; Procurement and Engineering
Branch, Hyattsville, MD; Field Servicing Office, Minneapolis, MN.
Economics Management Staff: Administrative Services Division,
Washington, DC.
Extension Service: Cooperative Management Staff, Washington, DC.
Farmers Home Administration: Administrative Services Division,
Washington, DC 20250; Administrative Support Division, St. Louis, MO.
Federal Crop Insurance Corporation: Management Support Division,
Washington, DC 20250.
Food and Nutrition Service: Administrative Services Division,
Alexandria, VA; Mid-Atlantic Division, Robbinsville, NW; Southeast
Region, Atlanta, GA; Minneapolis Computer Support Center,
Minneapolis, MN; Mid-West Region, Chicago, IL; Southwest Region,
Dallas, TX; Western Region, San Francisco, CA; New England Region,
Burlington, MA; Mountain Plains Region, Denver, CO.
Food Safety and Inspection Service: Administrative Services
Division, Washington, DC; Administrative Services Division,
Minneapolis, MN.
Foreign Agricultural Service: Management Services Division,
Washington, DC.
Forest Service: Administrative Services Division, Washington, DC;
Geometronics Service Center, Salt Lake City, UT; Boise Interagency
Fire Center, Boise, ID; Alaska Region, Juneau, AK; Tongass NF Chatham
Area, Sitka, AK; Tongass NF Stikine Area, Petersburg, AK; Tongass NF
Ketchikan Area, Ketchikan, AK; Chugach NF, Anchorage, AK; Pacific
Northwest Region, Portland, OR; Deschutes NF, Bend, OR; Fremont NF,
Lakeview, OR; Malheur NF, John Day, OR; Mt. Hood NF, Gresham, OR;
Ochoco NF, Prineville, OR; Rogue River NF, Medford, OR; Siskiyou NF,
Grants Pass, OR; Siuslaw NF, Corvallis, OR; Umatilla NF, Pendleton,
OR; Umpqua NF, Roseburg, OR; Wallowa-Whitman NF, Baker, OR;
Willamette NF, Eugene, OR; Winema NF, Klamath Falls, OR; Okanogan NF,
Okanogan, WA; Wenatchee NF, Wenatchee, WA; Olympic NF, Olympia, WA;
Gifford Pinchot NF, Vancouver, WA; Mt. Baker-Snoqualmie NF, Seattle,
WA; Colville NF, Colville, WA; Pacific Southwest Region, San
Francisco, CA; Angeles NF, Arcadia, CA; Cleveland NF, San Diego, CA;
Eldorado NF, Placerville, CA; Inyo NF, Bishop, CA; Klamath NF, Yreka,
CA; Lassen NF, Susanville, CA; Lost Padres NF, Goleta, CA; Mendocino
NF, Willow, CA; Modoc NF, Alturas, CA; Plumas NF, Quincy, CA; San
Bernardino NF, San Bernardino, CA; Sequoia NF, Porterville, CA;
Shasta-Trinity NF, Redding, CA; Sierra NF, Fresno, CA; Six Rivers NF,
Eureka, CA; Stanislaus NF, Sonora, CA; Tahoe NF, Neveda City, CA;
Northern Region, Missoula, MT; Clearwater NF, Orofino, ID; Idaho
Panhandle NF, Coeur d' Alene, ID; Nezperce NF, Grangeville, ID;
Bitteroot NF, Hamilton, MT; Beaverhead NF, Dillon, MT; Custer NF,
Billings, MT; Deerlodge NF, Butte, MT; Flathead NF, Kalispell, MT;
Gallatin NF, Bozeman, MT; Helena NF, Helena, MT Kootenai NF, Libby,
MT; Lewis and Clark NF, Great Falls, MT; Lolo NF, Fort Missoula, MT;
Intermountain Region, Ogden, UT; Boise NF, Boise, ID; Caribou NF,
Pocatello, ID; Challis NF, Challis, ID; Payette NF, McCall, ID;
Salmon NF, Salmon, ID; Sawtooth NF, Twin Falls, ID; Targhee NF, St.
Anthony, ID; Humbolt NF, Elko, NF; Toiyabe NF, Sparks, NV; Ashley NF,
Vernal, UT; Dixie NF, Cedar City, UT; Fishlake NF, Richfield, UT;
Manti-LaSal NF, Price, UT; Uinta NF, Provo, UT; Wasatch NF, Salt Lake
City, UT; Bridger-Teton NF, Jackson, WY; Southwestern Region,
Albuquerque, NM; Apache-Sitgreaves NF, Springerville, AZ; Coconino
NF, Flagstaff, AZ; Coronado NF, Tucson, AZ; Kaibab NF, Williams, AZ;
Prescott NF, Prescott, AZ; Tonto NF, Phoenix, AZ; Carson NF, Taos,
NM; Cibola NF, Albuquerque, NM; Gila NF, Silver City, MN; Lincoln NF,
Alamagordo, NM; Santa Fe NF, Santa Fe, NM; Rocky Mountain Region,
Lakewood, CO; Grand Mesa, Uncompahgre and Gunnison National Forests,
Delta, CO; Rio Grande NF, Monte Vista, CO; Arapaho-Roosevelt NF, Fort
Collins, CO; Routt NF, Steamboat Springs, CO; Pike-San Isabel NF,
Pueblo, CO; San Juan NF, Durango, CO; White River NF, Glenwood
Springs, CO; Nebraska NF, Chadron, NE; Black Hills NF, Custer, SD;
Bighorn NF, Sheridan, WY; Medicine Bow NF, Laramie, WY; Shoshone NF,
Cody, WY; Eastern Region, Milwaukee, WI; Shawnee NF, Harrisburg, IL;
Wayne-Hoosier NF, Bedford, IN; Hiawatha NF, Escanaba, MI; Huron-
Manistee NF, Cadillac, MI; Ottawa NF, Ironwood, MI; Superior NF,
Duluth, MN; Chippewa NF, Cass Lake, MN; Mark Twain NF, Rolla, MO;
White Mountain NF, Laconia, NH; Allegheny NF, Warren, PA; Green
Mountain NF, Rutland, VT; Monogahela NF, Elkins, WV; Chequamegon NF,
Park Falls, WI; Nicolet NF, Rhinelander, WI; Southern Region,
Atlanta, GA; Ouachita NF, Hot Springs, AK; National Forests in
Alabama, Montgomery, AL; Ozark and St. Francis National Forests,
Russellville, AK; National Forests in Florida, Tallahassee, FL;
Chattahoochee and Oconee National Forests, Gainesville, GA; Daniel
Boone NF, Winchester, KY; Kisatchie NF, Pineville, LA; National
Forests in Mississippi, Jackson, MS; National Forests in North
Carolina, Asheville, NC; Francis Marion and Sumter National Forests,
Columbia, SC; Cherokee NF, Cleveland, TN; National Forests in Texas,
Lufkin, TX; George Washington NF, Harrisonburg, VA; Jefferson NF,
Roanoke, VA; Caribbean NF, Rio Piedras, PR; North Central Forest and
Range Experiment Station, St. Paul, MN; Northeastern Forest
Experiment Station, Broomall, PA; Rocky Mountain Forest Experiment
Station, Fort Collins, CO; Southeastern Forest Experiment Station,
Asheville, NC; Southern Forest Experiment Station, New Orleans, LA;
Forest Products Laboratory, Madison, WI.
Office of International Cooperation and Development: Management
Services Branch, Washington, DC 20250.
Office of Operations: Real Property Management Division,
Washington, DC 20250.
Rural Electrification Administration: Administrative Services
Division, Washington, DC 20250.
Soil Conservation Service: National Office Administrative Staff,
Washington, DC 20250; and State Administrative Officers in Auburn,
AL; Anchorage, AK; Phoenix, AZ; Little Rock, AK; Davis, CA; San Juan,
PR; Denver, CO; Storrs, CT; Dover, DE; Gainesville, FL; Athens, GA;
Honolulu, HI; Boise, ID; Champaign, IL; Indianapolis, IN: Des Moines,
IA; Salina, KS; Lexington, KY; Alexandria, LA; Orono, ME; College
Park, MD; Amherst, MA; East Lansing, MI; St. Paul, MN; Jackson, MS;
Columbia, MO; Bozeman, MT; Lincoln, NE; Reno, NV; Durham, NH;
Somerset, NJ; Albuquerque, NM; Syracuse, NY; Raleigh, NC; Bismarck,
ND; Columbus, OH; Stillwater, OK; Portland, OR; Harrisburg, PA; West
Warwick, RI; Columbia, SC; Huron, SD; Nashville, TN; Temple, TX; Salt
Lake City, UT; Winooski, VT; Richmond, VA; Spokane, WA; Morgantown,
WV; Madison, WI; Casper, WY; and Administrative Officers at Technical
Service Centers in Lincoln, NB; Portland, OR; Chester, PA; and Fort
Worth, TX.
USDA/OO-4
System name: Parking Applications.
System location:
Facilities Management Division, Office of Operations, USDA,
Washington, DC 20250.
Categories of individuals covered by the system:
Individuals who have applied for parking permits at the USDA
Washington, DC, headquarters complex.
Categories of records in the system:
Name, agency, social security number, and home address of parking
applicants.
Authority for maintenance of the system:
5 U.S.C. 301.
Purpose(s):
Used to determine assignment of parking spaces at the USDA
Washington, DC headquarters complex.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
No disclosure outside USDA.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper forms, originals or copies, preprinted or handwritten
forms, and/or computer storage.
Retrievability:
Information can be retrieved by name, agency, identification
number, office location, assigned parking space.
Safeguards:
Records are maintained in standard filing equipment and
computers. Access to the file is restricted to persons having a need
to know the information in the course of their duties.
Retention and disposal:
Records are maintained for 12 months after submission of the
application and then destroyed.
System manager(s) and address:
Director, Office of Operations, USDA, Washington, DC 20250.
Notification procedure:
Notification procedure: Covered employees may request information
on this system and information on records relating to them from the
Parking Coordinator, Facilities Management Division, Office of
Operations, USDA, Washington, DC 20250. Telephone (202) 447-2902.
Contesting record procedures:
Persons may obtain information on procedures to contest system
records pertaining to them by submitting a written request to the
Director, Office of Operations.
Record source categories:
Information in this system comes from applications submitted by
employees.
Office of Personnel
USDA/OP-1
System name: Personnel and Payroll System for USDA Employees,
USDA/OP-1.
System location:
Office of Personnel, USDA, Washington, DC.; the National Finance
Center, New Orleans, Louisiana; and personnel offices at the
following locations:
ALABAMA--Soil Conservation Service State Office, Soil
Conservation Building, 665 Opelika Road, Auburn, Alabama 36830;
Farmers Home Administration State Office, Aronov Building, Room 717,
474 S. Court Street, Montgomery, Alabama 36104; Forest Service,
National Forests in Alabama, 1765 Highland Avenue, Montgomery,
Alabama 36107.
ALASKA--Forest Service, Chugach National Forest, 201 E. 9th
Avenue, Suite 206, Anchorage, Alaska 99501; Soil Conservation Service
State Office, 201 E. 9th Avenue, Suite 300, Anchorage, Alaska 99501-
3687; Forest Service Regional Office, Federal Office Building, PO Box
1628, Juneau, Alaska 99802; Forest Service, Tongass National Forest,
Ketchikan Area, Federal Building, Ketchikan, Alaska 99901; Farmers
Home Administration State Office, 634 S. Bailey, suite 103, Palmer,
Alaska 99645; Forest Service, Tongass National Forest, Stikine Area,
Box 309, Petersburg, Alaska 99833; Forest Service, Tongass National
Forest, Chatham Area, 204 Siginaka Way, Sitka, Alaska 99835.
ARIZONA--Forest Service, Coconino National Forest, 2323 E.
Greenlaw Lane, Flagstaff, Arizona 86004; Forestry Sciences
Laboratory, Northern Arizona University, Flagstaff, Arizona 86001;
Agricultural Marketing Service Milk Market Office, 1121 E. Missouri
Street, Phoenix, Arizona 85014; Farmers Home Administration State
Office, 201 E. Indianola, suite 275, Phoenix, Arizona 85012; Soil
Conservation Service State Office, 201 E. Indianola, suite 200,
Phoenix, Arizona 85012; Forest Service, Tonto National Forest, 2324
E. McDowell Road, PO Box 5348, Phoenix, Arizona 85010; Forest
Service, Prescott National Forest, 344 S. Cortez, Prescott, Arizona
86303; Forest Service, Apache-Sitgreaves National Forest, Federal
Building, PO Box 640, Springerville, Arizona 85938; Forest Service,
Coronado National Forest, 300 W. Congress, Tucson, Arizona 85701;
Forest Service, Kaibab National Forest, 800 S. 6th Street, Williams
Arizona 86046.
ARKANSAS--Forest Service, Quachita National Forest, Federal
Building, Reserve and Broadway Streets, PO Box 1270, Hot Springs
National Park, Arkansas 71902; Farmers Home Administration State
Office, 5529 Federal Office Building, PO Box 2778, 700 W. Capital,
Little Rock, Arkansas 72203; Forest Service, Ozark-St. Francis
National Forest, 605 W. Main, PO Box 1008, Russellville, Arkansas
72801; Soil Conservation Service State Office, Federal Office
Building, 7800 W. Capitol Avenue, Little Rock, Arkansas 72201.
CALIFORNIA--Forest Service, Modoc National Forest, 441 N. Main
Street, Alturas, California 96101; Forest Service Pacific Southwest
Forest and Range Experiment Station, 1960 Addison Street, PO Box 245,
Berkeley, California 94701; Forest Service, Inyo National Forest, 873
N. Main Street, Bishop, California 93514; Soil Conservation Service
State Office, 2121-C 2nd Street, Davis, California 95616; Forest
Service, Six Rivers National Forest, 507 F Street, Eureka, California
95501; Forest Service, Sierra National Forest, 1600 Tollhouse Road,
Clovis, California 93612; Forest Service, Los Padres National Forest,
6144 Calle Real, Goleta, California 93117; Forest Service, Tahoe
National Forest, Highway 49, Nevada City, California 95969; Forest
Service, Angeles National Forest, 701 N. Santa Anita Avenue, Arcadia,
California 91006; Forest Service, Eldorado National Forest, 100 Forni
Road, Placerville, California 95667; Forest Service, Sequoia National
Forest, 900 W. Grand Avenue, Porterville, California 93257-2035;
Forest Service, Plumas National Forest, 159 Lawrence Street, PO Box
11500, Quincy, California 95971-6025; Forest Service, Shasta-Trinity
National Forest, 2400 Washington Avenue, Redding, California 96001;
Forest Service, San Bernardino National Forest, 1824 S. Commercenter
Circle, San Bernardino, California 92408-3430; Forest Service,
Cleveland National Forest, 800 Front Street, room 5-N-14, San Diego,
California 92188; Forest Service, Equipment Development Center, 444
E. Bonita Avenue, San Dimas, California 91773; Food and Nutrition
Service Western Regional Office, 550 Kearny Street, room 400, San
Francisco, California 94108; Forest Service Regional Office, 630
Sansome Street, San Francisco, California 94111; Forest Service,
Stanislaus National Forest, 19777 Greenley Road, Sonora, California
95370; Forest Service, Lake Tahoe Basin Management Unit, 870 Emerald
Bay Road, PO Box 731002, South Lake Tahoe, California 95731; Forest
Service, Lassen National Forest, 55 S. Sacramento Street, Susanville,
California 96130; Forest Service, Mendocino National Forest, 420 E.
Laurel Street, Willows, California 95988; Farmers Home Administration
State Office, 459 Cleveland Street, Woodland, California 95695;
Forest Service, Klamath National Forest, 1312 Fairlane Road, Yreka,
California 96097.
COLORADO--Agricultural Marketing Service Milk Marker Office, 2600
S. Parker Road, PO Box 440860, Aurora, Colorado 80044; Forest
Service, Grand Mesa-Uncompahgre-Gunnison National Forests, 2250
Highway 50, Delta, Colorado 81416; Farmers Home Administration State
Office, 2490 W. 26th Avenue, Room 231, Denver, Colorado 80211; Food
and Nutrition Service, Mountain Plains Regional Office, 1244 Speer
Boulevard, Denver, Colorado 80204; Soil Conservation Service, State
Office, 655 Parfet Street, room E200C, Lakewood, Colorado 80215-5517;
Forest Service, San Juan National Forest, Federal Building, 701
Camino Del Rio, room 301, Durango, Colorado 81301; Forest Service,
Rocky Mountain Forest and Range Experiment Station, 240 W. Prospect
Street, Fort Collins, Colorado 80526-2098; Forest Service, Arapaho-
Roosevelt National Forest, 240 W. Prospect Street, Ft. Collins,
Colorado 80526-2098; Forest Service, White River National Forest, Old
Federal Building, Box 948, Glenwood Springs, Colorado 81602; Forest
Service Regional Office, 11177 W. 8th Avenue, PO Box 25127, Lakewood,
Colorado 80225; Forest Service, Rio Grande National Forest, 1803 W.
Highway 160, Monte Vista, Colorado 81144; Forest Service, Pike-San
Isabel National Forests, 1920 Valley Drive, Pueblo, Colorado 81008;
Forest Service, Routt National Forest, 29587 W. U.S. 40, Suite 20,
Steamboat Springs, Colorado 80487.
CONNECTICUT--Soil Conservation Service, State Office, 16
Professional Park Road, Storrs, Connecticut 06268.
DELAWARE--Farmers Home Administration State Office, 2319 S.
DuPont Highway, Dover, Delaware 19901.
FLORIDA--Farmers Home Administration State Office, Federal
Building, room 214, 4011 SE. 1st Avenue, Gainesville, Florida 32602;
Soil Conservation Service, State Office, Federal Building, 401 SE.
1st Avenue, room 248, Gainesville, Florida 32601; Forest Service,
National Forests in Florida, City Center Building, 227 N. Bronough
Street, suite 4061, Tallahassee, Florida 32301; Agricultural
Marketing Service Milk Market Office, 1205 S. Semoran Boulevard, PO
Box 4790, Winter Park, Florida 32793.
GEORGIA--Agricultural Marketing Service Milk Market Office, 3610
Interstate 85, NE, Suite 109, PO Box 49025, Atlanta, Georgia 30359;
Forest Service Regional Office, 1720 Peachtree Road, NW, Atlanta,
Georgia 30367; Farmers Home Administration State Office, 355 E.
Hancock Avenue, Stephens Federal Building, Athens, Georgia 30601;
Soil Conservation Service State Office, Federal Building, Box 13, 355
E. Hancock Avenue, Athens, Georgia 30601; Forest Service,
Chattahoochee-Oconee National Forest, 508 Oak Street, SE.,
Gainesville, Georgia 30501; Food and Nutrition Service, Southeast
Regional Office, M. L. King Federal Annex Building, 77 Forsyth
Street, Room 107, Atlanta, Georgia 30303.
HAWAII--Farmers Home Administration State Office, Federal
Building, 154 Waianuenue Avenue, Room 311, Hilo, Hawaii 96720; Soil
Conservation Service State Office, 300 Ala Moana Boulevard, Room
4316, Honolulu, Hawaii 96850.
IDAHO--Farmers Home Administration State Office, 3232 Elder
Street, Boise, Idaho 83705; Forest Service, Boise National Forest,
1750 Front Street, Boise, Idaho 83702; Soil Conservation Service
State Office, 3244 Elder Street, Room 124, Boise, Idaho 83705; Forest
Service, Challis National Forest, Forest Service Building, Highway
93, PO Box 404, Challis, Idaho 83226; Forest Service, Idaho Panhandle
National Forests, 1201 Ironwood Drive, Coeur d'Alene, Idaho 83814;
Forest Service, Nez Perce National Forest, Route 2, Box 475,
Grangeville, Idaho 83530; Forest Service, Payette National Forest,
Forest Service Building, PO Box 1026, McCall, Idaho 83638; Forest
Service, Clearwater National Forest, 12730 Highway 12, Orofino, Idaho
83544; Forest Service, Caribou National Forest, 250 S. 4th Avenue,
Suite 294, Pocatello, Idaho 83201; Forest Service, Targhee National
Forest, 420 N. Bridge Street, PO Box 208, St. Anthony, Idaho 83445;
Forest Service, Salmon National Forest, PO Box 729, Salmon, Idaho
83467; Forest Service, Sawtooth National Forest, 2647 Kimberly Road,
E., Twin Falls, Idaho 83301.
ILLINOIS--Farmers Home Administration State Office, Illini Plaza,
1817 S. Neil Street, Suite 103, Champaign, Illinois 61820; Soil
Conservation Service State Office, 1902 Fox Drive, Champaign,
Illinois 61820; Agricultural Marketing Service Milk Market Office,
800 Roosevelt Road, Building A, Suite 200, Glen Ellyn, Illinois
60137; Food and Nutrition Service Midwest Regional Office, 50 E.
Washington Street, Chicago, Illinois 60602; Forest Service, Shawnee
National Forest, 901 S. Commercial Street, Harrisburg, Illinois
62946.
INDIANA--Forest Service, Wayne-Hoosier National Forest, 811
Constitution Avenue, Bedford, Indiana 47421; Farmers Home
Administration State Office, Suite 1700, 5610 Crawfordsville Road,
Indianapolis, Indiana 46224; Soil Conservation Service State Office,
6013 Lakeside Boulevard, Indianapolis, Indiana 46278.
IOWA--Farmers Home Administration State Office, Federal Building,
Room 873, 210 Walnut Street, Des Moines, Iowa 50309; Soil
Conservation Service State Office, Federal Building, Room 693, 210
Walnut Street, Des Moines, Iowa 50309.
KANSAS--Agricultural Marketing Service Milk Market Office, 7819
Conser Place, PO Box 4606, Overland Park, Kansas 66204; Soil
Conservation Service State Office, 760 S. Broadway, Salina, Kansas
67401; Farmers Home Administration State Office, 444 SE. Quincy
Street, Topeka, Kansas 66683.
KENTUCKY--Farmers Home Administration State Office, 333 Waller
Avenue, Lexington, Kentucky 40504; Soil Conservation Service State
Office, 333 Waller Avenue, Lexington, Kentucky 40504; Agricultural
Marketing Service Milk Market Office, 3920 Bardstown Road, PO Box
18030, Louisville, Kentucky 40218; Forest Service, Daniel Boone
National Forest, 100 Vaught Road, Winchester, Kentucky 40391.
LOUISIANA--Farmers Home Administration State Office, 3727
Government Street, Alexandria, Louisiana 71301; Soil Conservation
Service State Office, 3737 Government Street, Alexandria, Louisiana
71302; Agricultural Marketing Service Milk Market Office, 630 Village
Lane, North, PO Box 99, Mandeville, Louisiana 70448; Forest Service
Southern Forest Experiment Station, T-10210 U.S. Postal Service
Building, 701 Loyola Avenue, New Orleans, Louisiana 70113; Office of
Finance and Management, National Finance Center, Administrative
Management Staff, PO Box 60,000, New Orleans, Louisiana 70160; Forest
Service, Kisatchie National Forest, PO Box 5500, 2500 Shreveport
Highway, Pineville, Louisiana 71360.
MAINE--Farmers Home Administration State Office, 444 Stillwater
Avenue, Suite 2, PO Box 405, Bangor, Maine 04401-0405; Soil
Conservation Service State Office, USDA Building, University of
Maine, Orono, Maine 04473.
MARYLAND--Soil Conservation Service State Office, John Hanson
Business Center, 339 Revell Highway, Suite 301, Annapolis, Maryland
21401.
MASSACHUSETTS--Farmers Home Administration State Office, 451 West
Street, Amherst, Massachusetts 01002; Soil Conservation Service State
Office, 451 West Street, Amherst, Massachusetts 01002; Agricultural
Marketing Service Milk Market Office, 90 Canal Street, PO Box 1478,
Boston, Massachusetts 02205; Food and Nutrition Service, Northeast
Regional Office, 10 Causeway Street, Room 501, Boston, Massachusetts
02222-1062.
MICHIGAN--Agricultural Marketing Service Milk Market Office, 2684
W. 11 Mile Road, Barkley, Michigan 48072; Forest Service, Huron-
Manistee National Forest, 421 S. Mitchell Street, Cadillac, Michigan
49601; Farmers Home Administration State Office, 1405 S. Harrison
Road, Room 209, East Lansing, Michigan 48823; Soil Conservation
Service State Office, 101 Manly Miles Building, 1405 S. Harrison
Road, East Lansing, Michigan 48823-5202; Forest Service, Hiawatha
National Forest, 2727 N. Lincoln Road, Escanaba, Michigan 49829;
Forest Service, Ottawa National Forest, 2100 E. Cloverland Drive,
Ironwood, Michigan 49938.
MINNESOTA--Forest Service, Chippewa National Forest, Cass Lake,
Minnesota 56633; Forest Service, Superior National Forest, Box 338,
Duluth, Minnesota 55801; Agricultural Marketing Service Milk Market
Office, 4570 W. 77th Street, Suite 210, Minneapolis, Minnesota 55435;
Animal and Plant Health Inspection Service Field Servicing Office,
Butler Square, W., 5th Floor, 100 N. 6th street, Minneapolis,
Minnesota 55403; Farmers Home Administration State Office, 252
Federal Office Building and U.S. Court House, St. Paul, Minnesota
55101; Food Safety and Inspection Service, Personnel Operations
Branch, Butler Square, W., 4th Floor, 100 N. 6th Street, Minneapolis,
Minnesota 55403; Forest Service North Central Forest Experiment
Station, 1992 Folwell Avenue, St. Paul, Minnesota 55108; Soil
Conservation Service State Office, 600 Farm Credit Building, 375
Jackson Street, St. Paul, Minnesota 55101-1854; Forest Service,
Northeastern Area State and Private Forestry, 1992 Folwell Avenue,
St. Paul, Minnesota 55108.
MISSISSIPPI--Farmers Home Administration State Office, Federal
Building, Room 831, Jackson, Mississippi 39269; Soil Conservation
Service State Office, Federal Building, Suite 1321, 100 W. Capitol
Street, Jackson, Mississippi 39269; Forest Service, National Forest
in Mississippi, 100 W. Capitol Street, Suite 1141, Jackson,
Mississippi 39269.
MISSOURI--Farmers Home Administration State Office, 555 Vandiver
Drive, Columbia, Missouri 65201; Soil Conservation Service State
Office, 555 Vandiver Drive, Columbia, Missouri 65202; Agricultural
Stabilization and Conservation Service, Kansas City Management
Office, 8930 Ward Parkway, Kansas City Missouri 64114; Federal Crop
Insurance Corporation, 9435 Holmes, Kansas City Missouri 64131;
Forest Service, Mark Twain National Forest, 401 Fairgrounds Road,
Rolla, Missouri 65401; Agricultural Marketing Service Milk Market
Office, 2550 Schuetz Road, PO Box 1485, Maryland Heights, Missouri,
63043; Farmers Home Administration Finance Office, 1520 Market
Street, St. Louis, Missouri 63103.
MONTANA--Forest Service, Custer National Forest, PO Box 2556,
Billings, Montana 59103; Farmers Home Administration State Office,
Federal Building, PO Box 850, Bozeman, Montana 59715; Forest Service,
Gallatin National Forest, Federal Building, PO Box 130, Bozeman,
Montana 59771; Soil Conservation Service State Office, Federal
Building, 10 E. Babock, Room 443, Bozeman, Montana 59715; Forest
Service, Deerlodge National Forest, Federal Building, PO Box 400,
Butte, Montana 59703; Forest Service, Beaverhead National Forest, 610
N. Montana Street, Dillon, Montana 59725; Forest Service, Lewis and
Clark National Forest, 1101 15th Street, N., PO Box 871, Great Falls,
Montana 59403; Forest Service, Bitterroot National Forest, 316 N.
Third Street, Hamilton, Montana 59840; Forest Service, Helena
National Forest, Federal Office Building, 301 S. Park, Drawer 10014,
Helena, Montana 59626; Forest Service, Flathead National Forest, 1935
3rd Avenue, E., PO Box 147, Kalispell, Montana 59901; Forest Service,
Kootenai National Forest, 506 W. Highway 2, Libby, Montana 59923;
Forest Service Regional Office, Federal Building, P.O. Box 7669,
Missoula, Montana 59807; Forest Service, Lolo National Forest,
Building 24, Ft. Missoula, Montana 59801; Forest Service,
International Forest and Range Experiment Station, Forestry Sciences
and Northern Forest Fire Laboratories, Drawer G. Missoula, Montana
59806, Forest Service, Aerial Fire Depot, Box 6, Airport Terminal,
Missoula, Montana 59801.
NEBRASKA--Forest Service, Nebraska National Forest, 270 Pine
Street, Chadron, Nebraska 69337; Farmers Home Administration State
Office, Federal Building, Room 308, 100 Centennial Mall North,
Lincoln, Nebraska 68508; Soil Conservation Service State Office,
Federal Building, Room 345, 100 Centennial Mall, N., Lincoln,
Nebraska 68508.
NEVADA--Forest Service, Humboldt National Forest, 976 Mountain
City Highway, Elko, Nevada 89801; Forest Service, Toiyabe National
Forest, 1200 Franklin Way, Sparks Way, Nevada 89431; Soil
Conservation Service State Office, 1201 Terminal Way, Room 219, Reno,
Nevada 89502.
NEW HAMPSHIRE--Soil Conservation Service State Office, Federal
Building, Durham, New Hampshire 03824; Forest Service, White Mountain
National Forest, 719 Main Street, Federal Building, PO Box 638,
Laconia, New Hampshire 03247.
NEW JERSEY--Farmers Home Administration State Office, 100 High
Street, Suite 100, Mt. Holly, New Jersey 08691; Soil Conservation
Service State Office, 1370 Hamilton Street, Somerset, New Jersey
08873; Food and Nutrition Service, Mid-Atlantic Regional Office,
Mercer Corporate Park, CN 02150, Trenton, New Jersey 08650.
NEW MEXICO--Forest Service, Lincoln National Forest, Federal
Building, 11th and New York Avenue, Alamogordo, New Mexico 88310;
Farmers Home Administration State Office, Federal Building, Room
3414, 517 Gold Avenue, SW., Albuquerque, New Mexico 87102; Forest
Service Regional Office, 517 Gold Avenue, SW., Albuquerque, New
Mexico 87102; Forest Service, Cibola National Forest, 10308
Candelaria, NE, Albuquerque, New Mexico 87112; Soil Conservation
Service State Office, 517 Gold Avenue, SW., Room 3301, Albuquerque,
New Mexico 87102; Forest Service, Santa Fee National Forest, 1220 St.
Francis Drive, PO Box 1689, Santa Fe, New Mexico 87504; Forest
Service, Gila National Forest, 2610 N. Silver Street, Silver City,
New Mexico 88061; Forest Service, Carson National Forest, Federal
Building, 208 Cruz Alta Road, PO Box 558, Taos, New Mexico 87571.
NEW YORK--Agricultural Marketing Service Milk Market Office, 708
Third Avenue, 6th Floor, New York, New York 10017; Farmers Home
Administration State Office, U.S. Courthouse and Federal Building,
Room 871, 100 S. Clinton Street, Syracuse, New York 13202; Soil
Conservation Service State Office, James M. Hanley Federal Building,
100 S. Clinton Street, Room 771, Syracuse, New York 13260.
NORTH CAROLINA--Forest Service, Southeastern Forest Experiment
Station, 200 Weaver Boulevard, PO Box 2680, Asheville, North Carolina
28802; Forest Service, National Forests in North Carolina, Post &
Otis Streets, PO Box 2750, Asheville, North Carolina 28802; Farmers
Home Administration State Office, Room 514, 310 New Bern Avenue,
Raleigh, North Carolina 27601; Soil Conservation Service State
Office, 4405 Bland Road, Raleigh, North Carolina 27609.
NORTH DAKOTA--Farmers Home Administration State Office, Federal
Building, Room 208, 3rd and Rosser Avenue, Bismarck, North Dakota
58501; Soil Conservation Service State Office, Federal Building, 220
E. Rosser Avenue, Room 278, Bismarck, North Dakota 58502.
OHIO--Agricultural Marketing Service Milk Market Office, 7851
Freeway Circle, Middleburg Heights, PO Box 30128, Cleveland, Ohio
44130; Agricultural Marketing Service Milk Market Office, 5950 Sharon
Woods Boulevard, PO Box 29226, Columbus, Ohio 42339; Farmers Home
Administration State Office, Federal Building, Room 507, 200 N. High
Street, Columbus, Ohio 43215; Soil Conservation Service State Office,
200 N. High Street, Room 522, Columbus, Ohio 43215.
OKLAHOMA--Farmers Home Administration State Office, Agricultural
Center Office Building, Stillwater, Oklahoma 75074; Soil Conservation
Service State Office, Agricultural Center Building, Stillwater,
Oklahoma 74074; Agricultural Marketing Service Milk Market Office,
4325 E. 51st Street, PO Box 470563, Tulsa, Oklahoma 74147.
OREGON--Forest Service, Wallowa-Whitman National Forest, Federal
Building, Main and Auburn, Box 907, Baker, Oregon 97814; Forest
Service, Deschutes National Forest, 1645 Highway 20 East, Bend,
Oregon 97701; Forest Service, Siuslaw National Forest, PO Box 1148,
Corvallis, Oregon 97339; Forest Service, Willamette National Forest,
Box 10607, Eugene, Oregon 97440; Forest Service, Siskiyou National
Forest, Box 440, Grants Pass, Oregon 97526; Forest Service, Mt. Hood
National Forest, 2955 NW. Division Street, Gresham, Oregon 97030;
Forest Service, Malheur National Forest, 139 NE Dayton Street, John
Day, Oregon 97845; Forest Service, Winema National Forest, 2819
Dahlia, Klamath Falls, Oregon 97601; Forest Service, Fremont National
Forest, 524 N. G Street, Lakeview, Oregon 97630; Forest Service,
Rogue River National Forest, Federal Building, 333 W. 8th Street, PO
Box 520, Medford, Oregon 97501; Forest Service, Umatilla National
Forest, 2517 SW. Hailey Avenue, Pendleton, Oregon 97801; Farmers Home
Administration State Office, Federal Building, Room 1590, 1220 SW.
3rd Avenue, Portland, Oregon 97204; Forest Service, Pacific Northwest
Forest and Range Experiment Station, 319 SW. Pine Street, PO Box
3980, Portland, Oregon 97208; Forest Service Regional Office, 319 SW.
Pine Street, PO Box 3623, Portland, Oregon 97208; Soil Conservation
Service State Office, Federal Building, 1220 SW. 3rd Avenue, 16th
Floor, Portland, Oregon 97204; Soil Conservation Service Technical
Center, 511 NW. Broadway, Room 248, Portland, Oregon 97209;
Agricultural Marketing Service Milk Market Office, Tarbell Building;
9735 SW. Shady Lane, Tigard, PO Box 23606, Portland, Oregon 97223;
Forest Service, Ochoco National Forest, Federal Building, PO Box 490,
Prineville, Oregon 97754; Forest Service, Umpqua National Forest, Box
1008, Roseburg, Oregon 97470.
PENNSYLVANIA--Farmers Home Administration State Office, 1 Credit
Union Place, Suite 330, Harrisburg, Pennsylvania 17110-2996; Soil
Conservation Service State Office, 1 Credit Union Drive, Suite 340,
Harrisburg, Pennsylvania 17110-2993; Forest Service, Northeastern
Area State and Private Forestry, 370 Reed Road, Broomall,
Pennsylvania 19008; Forest Service Northeastern Forest Experiment
Station, 370 Reed Road, Broomall, Pennsylvania 19008; Soil
Conservation Service Technical Service Center, 160 E. 7th Street,
Chester, Pennsylvania 19013; Forest Service, Allegheny National
Forest, 222 Liberty Street, PO Box 847, Warren, Pennsylvania 16365.
SOUTH CAROLINA--Farmers Home Administration State Office, Strom
Thurmond Federal Building, Room 1007, 1835 Assembly Street, Columbia,
South Carolina 29201; Forest Service, Francis Marion-Sumter National
Forests, 1835 Assembly Street, PO Box 2227, Columbia, South Carolina
29202; Soil Conservation Service State Office, Strom Thurmond Federal
Building, 1835 Assembly Street, Room 950, Columbia, South Carolina
29201.
SOUTH DAKOTA--Forest Service, Black Hills National Forest, Forest
Service Office Building, R.R. 2, Box 200, Custer, South Dakota 57730-
9504; Farmers Home Administration State Office, Huron Federal
Building, Room 208, 200 4th Street, SW., Huron, South Dakota 57350;
Soil Conservation Service State Office, Federal Building, 200 4th
Street, SW., Huron, South Dakota 57350.
TENNESSEE--Forest Service, Cherokee National Forest, 2800 N.
Ocoee Street, NW, Box 2010, Cleveland, Tennessee 37311; Farmers Home
Administration State Office, 538 U.S. Courthouse Building, 801
Broadway Street, Nashville, Tennessee 37203; Soil Conservation
Service State Office, 675 Estes Kefauver Federal Building-U.S.
Courthouse, 801 Broadway Street, Nashville, Tennessee 37203.
TEXAS--Agricultural Marketing Service Milk Market Office, 11117
Shady Trail, PO Box 29529, Dallas, Texas 75229; Food and Nutrition
Service Southwest Regional Office, 1100 Commerce Street, Room 5 D 22,
Dallas, Texas 75242; Forest Service National Forests, National
Forests in Texas, Homer Garrison Federal Building, 701 N. 1st Street,
Lufkin, Texas 75901; Farmers Home Administration State Office, W. R.
Poage Federal Building, 101 S. Main Street, Temple, Texas 76501; Soil
Conservation Service Technical Service Center, Ft. Worth Federal
Center Building 23, Room 60, Felix and Hemphill Street, Ft. Worth,
Texas 76116.
UTAH--Forest Service, Dixie National Forest, 82 North 100th, E.,
PO Box 580, Cedar City, Utah 84720; Forest Service Intermountion
Forest and Range Experiment Station, Federal Building, 324 25th
Street, Ogden, Utah 84401; Forest Service Regional Office, Federal
Office Building, 324 25th Street, Ogden, Utah 84401; Forest Service,
Manti-LaSal National Forest, 599 W. Price River Drive, Price, Utah
84501; Forest Service, Uinta National Forest, 88 W. 100th, N., Provo,
Utah 84601; Forest Service, Fishlake National Forest, 115 E. 900th,
N., Richfield, Utah 84701; Farmers Home Administration State Office,
18 Federal Building, Room 5438, 125 S. State Street, Salt Lake City,
Utah 84138; Forest Service, Wasatch-Cache National Forest, 8226
Federal Building, 125 S. State Street, Salt Lake City, Utah 84138;
Forest Service Geometronics Service Center, 8226 Federal Building,
125 S. State Street, Salt Lake City, Utah 84138; Soil Conservation
Service State Office, Wallace F. Bennett Federal Building, 125 S.
State Street, Room 4402, Salt Lake City, Utah 84138; Forest Service,
Ashley National Forest, 355 N. Vernal Avenue, Vernal, Utah 84078.
VERMONT--Farmers Home Administration State Office, 141 W. Main
Street, PO Box 588, Montpelier, Vermont 05602; Forest Service, Green
Mountain National Forest, Federal Building, 151 West Street, PO Box
519, Rutland, Vermont 05701-0519; Soil Conservation Service State
Office, 69 Union Street, Winooski, Vermont 05404.
VIRGINIA--Agricultural Marketing Service Milk Market Office, 300
N. Lee Street, Room 320, PO Box 710, Alexandria, Virginia 22313;
Forest Service, George Washington National Forest, PO Box 233,
Harrison Plaza, Harrisonburg, Virginia 22801; Farmers Home
Administration State Office, Federal Building, Room 8213, 400 N. 8th
Street, PO Box 10106, Richmond, Virginia 23240; Soil Conservation
Service State Office, Federal Building, 400 N. 8th Street, Room 9201,
Richmond, Virginia 23240; Forest Service, Jefferson National Forest,
210 Franklin Road, SW., Room 954, Caller Service 2900, Roanoke,
Virginia 24001.
WASHINGTON--Forest Service, Colville National Forest, 695 S.
Main, Colville, Washington 99114; Forest Service, Okanogan National
Forest, 1240 S. 2nd Avenue, Okanogan, Washington 98840; Forest
Service, Olympia National Forest, Federal Building, PO Box 2288,
Olympia, Washington 98507; Forest Service, Mt. Baker-Snoqualmie
National Forests, 1022 1st Avenue, Seattle, Washington 98104; Soil
Conservation Service State Office, 360 U.S. Courthouse, 920 W.
Riverside Avenue, Room 360, Spokane, Washington 99201-1080; Forest
Service, Gifford Pinchot National Forest, 6926 E. 4th Plain Blvd.,
Vancouver, Washington 98660; Farmers Home Administration State
Office, Federal Office Building, Room 319, PO Box 2427, Wenatchee,
Washington 98801; Forest Service, Wenatchee National Forest, Box 811,
Wenatchee, Washington 98801.
WEST VIRGINA--Forest Service, Monongahela National Forest, USDA
Building, 200 Sycamore Street, Elkins, West Virginia 26241-3962;
Farmers Home Administration State Office, Federal Building, Room 320,
75 High Street, Room 301, Morgantown, West Virginia 26505; Soil
Conservation Service State Office, 75 High Street, Morgantown, West
Virginia 26505.
WISCONSIN--Forest Service, Forest Service Products Laboratory,
Gifford Pinchot Drive, PO Box 5130, Madison, Wisconsin 53705; Soil
Conservation Service State Office, 6515 Watts Road, Suite 200,
Madison, Wisconsin 53719-2726; Forest Service Regional Office,
Eastern Region, Henry S. Reuss Federal Plaza, Suite 500, 310 W.
Wisconsin Avenue, Milwaukee, Wisconsin 53203; Forest Service,
Chequamegon National Forest, 1170 4th Avenue, S., Park Falls,
Wisconsin 54552; Forest Service, Nicolet National Forest, Federal
Building, 68 S. Stevens, Rhinelander, Wisconsin 54501; Farmers Home
Administration State Office, 1257 Main Street, Stevens Point,
Wisconsin 54481.
WYOMING--Farmers Home Administration State Office, Federal
Building, Room 1005, 100 E. B Street, Casper, Wyoming 82601; Soil
Conservation Service State Office, Federal Office Building, 100 E. B
Street, Room 3124, Casper, Wyoming 82601, Forest Service, Shoshone
National Forest, 225 W. Yellowstone Highway, PO Box 2140, Cody,
Wyoming 82414; Forest Service, Bridger-Teton National Forest, Forest
Service Building, 340 N. Cache, PO Box 1888, Jackson, Wyoming 83001;
Forest Service, Medicine Bow National Forest, 605 Skyline Drive,
Laramie, Wyoming 82070; Forest Service, Bighorn National Forest, 1969
S. Sheridan Avenue, Sheridan, Wyoming 82801.
PUERTO RICO--Farmers Home Administration State Office, New San
Juan Center Building, Room 501, 159 Carlos E. Chardon Street, Hato
Rey, San Juan, Puerto Rico 00918-5481; Soil Conservation Service
Caribbean Office, Federal Office Building, Room 633-639, Chardon
Avenue, Hato Rey, Puerto Rico 00918; Forest Service, Caribbean
National Forest and State and Private Forestry Programs, PO Box
25000, Rio Piedras, Puerto Rico 00928-2500.
HEADQUARTERS--Agricultural Marketing Service, Personnel Division,
Room 1709-S, Washington, DC 20250; Agricultural Research Service,
Personnel Division, Personnel Operations Branch, 6305 Ivy Lane, Room
101, Greenbelt, Maryland 20770-1435; Agricultural Stabilization and
Conservation Service, Personnel Division, Room 4752-S, PO Box 2415,
Washington, DC 20013; Animal and Plant Health Inspection Service,
Human Resources Division, Room 213, Federal Building, Hyattsville, MD
20782; Animal and Plant Health Inspection Service, Field Servicing
Office, Customer Support Services, Room 448, Federal Building,
Hyattsville, MD 20782; Animal and Plant Health Inspection Service,
International Services, Resource Management Staff, Room 668, Federal
Building, Hyattsville, MD 20782; Economics Management Staff,
Personnel Division, Room 1422-S, Washington, DC 20250; Extension
Service, Personnel Division, Room 3552-S, Washington, DC 20250;
Farmers Home Administration, Personnel Division, Room 6900-S,
Washington, DC 20250; Federal Crop Insurance Corporation, Personnel
Division, Room 4616-S, Washington, DC 20250; Foreign Agricultural
Service, Personnel Division, Room 5627-S, Washington, DC 20250;
Forest Service, Personnel Management Staff, Room 910 RP-E, PO Box
2417, Washington, DC 20013; Food and Nutrition Service, Personnel
Division, Park Office Center, Room 614, 3101 Park Center Drive,
Alexandria, Virginia 22302; Food Safety and Inspection Service,
Personnel Division, Room 3133-S, Washington, DC 20250; Office of
Inspector General, Personnel Management Staff, Room 16-E, Washington,
DC 20250; Office of International Cooperation and Development,
Personnel Office, Room 0338-S, Washington, DC 20250; Office of
Personnel, Personnel Operations, Room 31-W, Washington, DC 20250;
Soil Conservation Service, Personnel Staff, PO Box 2890, Washington,
DC 20013; Soil Conservation Service National Office, Administrative
Staff, Room 5215-S, PO Box 2890, Washington, DC 20013; Rural
Electrification Administration, Personnel Management Division, Room
4031-S, Washington, DC 20250.
Categories of individuals covered by the system:
Current and prior employees of USDA and applicants who were not
hired, as well as its permittees, cooperators and contractors.
Categories of records in the system:
The system consists of personnel (Official Personnel Folders,
Applicant Supply Files, performance files, retention lists, appeals,
grievances, complaints, disciplinary, conflict of interest, health,
suggestion and incentive awards, accident, training, time and
attendance, travel voucher, and classification files) and payroll
data needed to conform to all applicable laws, Government regulations
and procedures, and the needs of the Department and agencies in
carrying out their personnel management responsibilities.
Authority for maintenance of the system:
5 U.S.C. 301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Referral to: (1) Office of Personnel Management for required
action, records and reports; (2) Department of Treasury for issuance
of checks and bonds; (3) Department of Labor for Office of Workers
Compensation Program and Office of Safety and Health Administration;
(4) Congress for special reports, or to a congressional office from
the record of an individual in response to an inquiry from a
congressional office made at the request of that individual; (5)
White House for special reports; (6) Office of Management and Budget
for special reports; (7) General Accounting Office for special
reports; (8) Department of Justice; (9) General Services
Administration for records retirement and/or destruction; (10) State
Department for passport and foreign assignments; (11) Department of
Transportation, Environmental Protection Agency and cooperating state
and local agencies for accident and safety records; (12) Internal
Revenue Service and State and local government for matters in
connection with payment of income taxes; (13) Social Security
Administration for social security payment information; (14) Combined
Federal Campaign for reports and records; (15) Department of Health
and Human Services for scheduling physical examinations; (16) all
Government agencies and potential employers concerning employment
inquiries; (17) Equal Employment Opportunity Commission for handling
complaints; (18) appropriate agency, whether Federal, State, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation of law, or of enforcing or implementing a
statute or a rule, regulation or order issued pursuant thereto, of
any record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general statue or other
particular program statute, or by rule, regulation or order issued
pursuant thereto; (19) a court, magistrate or administrative
tribunal, or to opposing counsel in a proceeding before any of the
above, of any record within the system which constitutes evidence in
that proceeding, or which is sought in the course of discovery to the
extent that USDA determines that the records are relevant to the
proceedings; (20) any agency of the Federal Government which has
identified USDA employees as having defaulted in the repayment of an
obligation incurred under any statutory authority except the Internal
Revenue Code, the Social Security Act or the U.S. tariff laws; (21)
the contractor selected to conduct a matching program relating to
unemployment compensation; (22) the contractor selected to verify
employment for specific claims relating to workers compensation; (23)
the Internal Revenue Service to enable it to offset and satisfy past
due, legally enforceable debts owed to USDA against Federal income
tax refunds; (24) labor organizations recognized under 5 U.S.C.
Chapter 71 to provide home addresses or designated mailing addresses
of bargaining unit employees; (25) the cooperator(s) selected to
evaluate personnel-related demonstration projects; and (26) The
names, social security numbers, home addresses, dates of birth, dates
of hire, quarterly earnings, employer identifying information and
State oif hire of employees may be disclosed to the Office of Child
Support Enforcement, Administration for Children and Families,
Department of Health and Human Services for the purpose of locating
individuals to establish peternity, establishing and modifying
sources of income, and for other child support enforcement actions as
required by the Personal Responsibility and Work Opportunity
Reconciliation Act of 1966(Pub. L.104-193). Se.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be
made from this system to ``consumer reporting agencies'' as defined
in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Debt
Collection Act of 1982 (31 U.S.C. 3711(d)(4)).
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders and/or computer tape and
disk storage at the applicable address listed above.
Retrievability:
Records are indexed by name of employee and/or identification
number.
Safeguards:
Records are kept in locked files, locked offices and/or in
secured computer tape storage rooms.
Retention and disposal:
Records are maintained until employees are separated from the
Department and are then retired or transferred to a new employing
agency or destroyed in conformance with appropriate General Services
Administration retirement and/or destruction Schedules.
System manager(s) and address:
Director, Office of Personnel, USDA, Washington, DC 20250.
Notification procedure:
Employees may request information from this system from the
appropriate personnel office having custody of his/her records. A
request for information should be addressed to the Director,
Personnel Division (name of appropriate Agency), USDA, at the address
shown under Location and should contain the name of requestor,
employing agency in USDA or agency to which information was
furnished, address of agency and particular information requested.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to and contesting a record in the system which
pertains to him/her by submitting a written request to the
appropriate office referred to in the preceding paragraph.
Contesting record procedures:
Same as Record access procedures.
Record source categories:
Information in this system comes from the employees, applicants,
permittees, cooperators, contractors, employees' personnel offices,
supervisors, references, investigative personnel, colleges and
universities and former employers.
USDA/OP-2
System name: Security Records for USDA Employees, USDA/OP-2.
System location:
Security, Employee and Labor Relations Staff, Office of
Personnel, USDA, Room 16-W, Administration Building, 14th Street and
Independence Avenue, SW, Washington, DC 20250.
Categories of individuals covered by the system:
All applicants for USDA employment and/or individuals
investigated under the authority of Executive Order 10450.
Categories of records in the system:
The system consists of investigative files maintained by the
Department Security Officer in fulfilling his/her responsibilities in
granting security clearances under the Personal Security Program of
the Department.
Authority for maintenance of the system:
5 U.S.C. 7312 and 7532 and Executive Order 10450.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Referral to the Office of Personnel Management and/or the
Federal Bureau of Investigation for appropriate investigation; (2)
referral to the agency which conducted the investigation upon the
retirement or transfer of the employee; (3) referral to the General
Services Administration for retirement and/or destruction purposes;
(4) certification of Security Clearances to other Government
agencies; (5) referral to the appropriate agency, whether Federal,
State, local or foreign charged with the responsibility of
investigating or prosecuting a violation of law, or of enforcing or
implementing a statute, rule, regulation or order issued pursuant
thereto, of any record within this system when information available
indicates a violation or potential violation of law, whether civil,
criminal or regulatory in nature, and whether arising by general
statute or particular program statute, or by rule, regulation or
order issued pursuant thereto; (6) referral to a court, magistrate or
administrative tribunal, or to opposing counsel in a proceeding
before any of the above, of any record within the system which
constitutes evidence in that proceeding, or which is sought in the
course of discovery to the extent that USDA determines that the
records are relevant to the proceedings; (7) Congress for special
reports, or to a congressional office from the record of an
individual in response to an inquiry from the congressional office
made at the request of that individual; and (8) to security officers
of other Federal agencies who are conducting pre-employment
investigations.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in a locked Lektriever 100 and/or on
microfiche film located in a locked room.
Retrievability:
Records are indexed by name of the employee or applicant.
Safeguards:
As stated above under Storage.
Retention and disposal:
Records are maintained until the employee has retired or
transferred to another Government agency. They are then returned to
the agency that conducted the investigation or retired to the General
Services Administration for destruction under the appropriate
destruction schedule.
System manager(s) and address:
Department Security Officer, U.S. Department of Agriculture,
Washington, DC 20250.
Notification procedure:
Employees may request information from this System from the
Department Security Officer, U.S. Department of Agriculture, under
the address shown above in Location. All requests should include the
name of the requestor, employing agency or agency to where
application was made, address of requestor, location of employing
agency, and particular information requested.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to and contesting a record in the System which
pertains to him/her by submitting a written request to the office
mentioned above.
Contesting record procedures:
Same as Record Access Procedures.
Record source categories:
Information in this system comes from the employee, his or her
references, present and former supervisors, educational institutions,
the Office of Personnel Management, the Federal Bureau of
Investigation, the investigative arms of the various agencies of the
Department of Defense, the investigative arms of other Executive
Departments and Agencies, and various local and state law enforcement
agencies.
USDA/OP-3
System name: Committee Management Records, USDA/OP-3.
System location:
Security, Employee and Labor Relations Staff, Office of
Personnel, Room 16-W, Administration Building, 14th Street and
Independence Avenue, SW, Washington, DC 20250.
Categories of individuals covered by the system:
All members of the advisory committees of the Department of
Agriculture.
Categories of records in the system:
The system consists of information reflecting the name, position
title, address, employer, organization represented, occupation,
occupation or industry code, ethnic affiliation, major sources of
income, date of appointment, and date of appointment expiration.
Authority for maintenance of the system:
Pub. L. 92-463 and Title XVIII of Pub. L. 95-113.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information contained in this system may be disclosed: (1) In
annual reports to the General Services Administration, and (2) to
members of the public requesting a list of committee membership from
the System Manager.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained on computer tape and disk storage.
Retrievability:
Records can be retrieved by the individual's name or by the name
of the committee on which he/she serves.
Safeguards:
Records are kept in locked rooms. Information concerning the
individual's name, address, and business are part of statutory
reports and, as such, are public information. All other personal
information is used solely for administrative and/or statistical
purposes and is not released outside the Department.
Retention and disposal:
With the exception of the information contained in the reports
referenced in Safeguards above, records are maintained only as long
as the individual is serving as a member of an advisory committee.
They are then destroyed in conformance with appropriate General
Services Administration retirement and/or destruction schedules.
Copies of the referenced reports are kept six years.
System manager(s) and address:
Director, Office of Personnel, U.S. Department of Agriculture,
Washington, DC 20250.
Record access procedures:
Any individual may obtain information as to the procedure for
gaining access to and contesting a record in the System that pertains
to him/her by submitting a written request to the System Manager. Any
individual may request a listing of the membership of any advisory
committee by requesting it from the address shown above.
Contesting record procedures:
Same as Record access procedures.
Record source categories:
The information contained in this system is obtained from the
agency which is responsible for the support of the advisory
committee.
USDA/OP-4
System name: Leave Transfer Records--USDA/OP-4.
System location:
Records for each leave recipient are kept in the Personnel Office
of the recipient's agency. Addresses for these offices are published
in the system of records identified as USDA/OP-1.
Categories of individuals covered by the system:
All current recipient and donor employees who are participating
or have participated in the Department's Voluntary Leave Transfer
Program.
Categories of records in the system:
The system consists of the recipient applications and supporting
documentation, donor applications, periodic reports, as required,
from the leave recipient as to the status of his/her medical
emergency, and any other material associated with the individual
case.
Authority for maintenance of the system:
5 U.S.C. 6361, et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses::
There are no routine uses.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in folders in the recipient's personnel
office (refer to USDA/OP-1 for addresses).
Retrievability:
Records are indexed by the name of the recipient.
Safeguards:
Records are kept in locked files in locked offices.
Retention and disposal:
Records are maintained for 3 years after the medical emergency
ends or 3 years after the establishment of the file, whichever is
later. At that time, they will be destroyed in conformance with
appropriate General Services Administration retirement and/or
destruction schedules.
System manager(s) and address:
Director, Office of Personnel, U.S. Department of Agriculture,
Washington, DC 20250.
Notification procedure:
Any individual may request information about this system of
records, or information as to whether the System contains records
pertaining to him or her from the System Manager.
Record access procedure:
Any individual may obtain information as to the procedures for
gaining access to and contesting a record in the System that pertains
to him or her by submitting a written request to the System Manager.
Contesting record procedures:
Same as Record access procedures.
Record source categories:
All information in this system comes from employees who have
applied to participate as recipients in the Voluntary Leave Transfer
Program and employees who have applied to donate annual leave to
those recipients.
Grain Inspection, Packers and Stockyards Administration
Editorial Note: Packers and Stockyards Administration was
abolished by Pub. L. 103-354 and all activities are now performed by
the Grain Inspection, Packers and Stockyards Administration.
USDA/P&SA--1
System name: Packers and Stockyards Administration
Administrative Records, USDA/P&SA.
System location:
Packers and Stockyards Administrative Office, Rm. 3042, South
Building, U.S. Department of Agriculture, Washington, DC 20250, and
the Regional Supervisors in charge of the following regional offices
located at: Rm. 338, 1720 Peachtree Street, NW, Atlanta, Georgia
30309; Turnpike Road, Box 101E, Bedford, Virginia 24523; 208
Livestock Exchange Building, Denver, Colorado 80216; Rm. 8A36,
Federal Building, 819 Taylor Street, Fort Worth, Texas 76102; Suite
24, 537 Turtle Creek, South Drive, Indianapolis, Indiana 46227; 828
Livestock Exchange Building, Kansas City, Missouri 64102; Rm. 2W6,
15000 Aviation Boulevard, Lawndale, California 90260; Rm. 459,
Federal Building, 167 North Main Street, Memphis, Tennessee 38103;
Rm. 303, 825 Georges Road, North Brunswick, New Jersey 08902; 909
Livestock Exchange Building, Omaha, Nebraska 68107; 9370 S. W.
Greenburg Road, Suite E, Portland, Oregon 97223; 203 Post Office
Building, Box 8, South St. Paul, Minnesota 55075; and 975 Durkin
Drive, Suite G, Springfield, Illinois 62704.
Categories of individuals covered by the system:
Present employees of the Packers and Stockyards Administration.
Categories of records in the system:
The system includes personnel (personnel record cards reflecting
the name, date of birth, grade, salary, and employment history of
present employees; performance evaluation forms; requests for
training authorizations; recommendations for promotion; copies of
personnel actions; and correspondence relating to individual
employees' conduct), payroll and fiscal data required to meet the
needs of P&SA personnel and fiscal responsibilities.
Authority for maintenance of the system:
5 U.S.C. 301; 7 CFR 2.54.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The data contained in the foregoing records is routinely used to
answer inquiries from agencies considering the employees identified
in the system for employment as well as for credit checks. This
information is also used to initiate requests for investigation of
Packers and Stockyards Administration employees for purposes of
security and conduct. Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry
from the congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
With the exception of personnel record cards, all of these
records are maintained on paper in file folders at the appropriate
addresses cited.
Retrievability:
All of the records are indexed and retrievable by name of the
individual employees.
Safeguards:
The records are maintained in locked files.
Retention and disposal:
The personnel record cards are maintained until an individual
leaves P&SA. The performance evaluation forms for current employees
are maintained indefinitely. The Time and Attendance reports are
maintained for the current year and three years thereafter for
employees currently on the rolls. Final Time and Attendance reports
are maintained for ten years after the date of separation of the
employees. Travel vouchers, copies of personnel actions, training
documents, and recommendations for promotion are maintained for five
years from the date of submission. Correspondence with respect to
employee conduct is maintained while the employee remains on the
rolls. The administrative officer of the Packers and Stockyards
Administration physically mutilates the records on the scheduled
disposal date and they are thrown away with the agency's waste.
System manager(s) and address:
Administrative Officer, Packers and Stockyards Administration,
Rm. 3042, South Building, U.S. Department of Agriculture, Washington,
DC 20250, and Regional Supervisors of regional offices at locations
previously specified.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him from the System Manager. Telephone (202-447-7045)
or the appropriate Regional Supervisor. Requests for information
pertaining to an individual should contain: Name, location at which
the individual worked for P&SA and the approximate dates.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to him by
submitting a written request to the appropriate officials previously
specified.
Contesting record procedures:
Use same procedures as for requesting access.
Record source categories:
Information in this system comes primarily from the individuals
concerned, personnel, training, travel and payroll records.
USDA/P&SA-2
System name: Persons Engaged in Business as Livestock Market
Agencies and Dealers under the Provisions of the Packers and
Stockyards Act, USDA/P&SA.
System location:
Financial Protection Branch, Livestock Marketing Division,
Packers and Stockyards Administration, U.S. Department of
Agriculture, Washington, DC 20250. Also files for specific
geographical regions maintained in the thirteen (13) Regional
Supervisory Offices of P&SA.
Categories of individuals covered by the system:
Individuals who have applied for registration or are registered
as livestock market agencies and dealers under the Packers and
Stockyards Act.
Categories of records in the system:
The system consists of index cards bearing the names of
individuals who are registered under the provisions of the Act. Also
cross-reference cards bearing the names of individuals who are owners
or officers of registrant firms. From the index cards access may be
gained to other systems of records identified as follows: (1)
Registration Record Cards, (2) Case Record Cards, (3) Bond Claim
Record Cards, (4) Registration Jurisdictional Files, and (5)
Stockyard Jurisdictional Files.
Authority for maintenance of the system:
7 U.S.C. 181 et seq.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To answer inquiries from Federal and State agencies, livestock
trade organizations, and others having a definite and proved interest
in such records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in card file cabinets and file folders at
the applicable address listed above.
Retrievability:
All index cards are maintained in an alphabetical order by name
of registrant and by name of owners or officers of registrant firms.
Safeguards:
Records are kept in locked cabinets under the supervision of
competent personnel.
Retention and disposal:
All files mentioned are maintained during active life of
registration. When rendered inactive records are maintained for a
period of two years in accordance with an approved records
disposition schedule.
System manager(s) and address:
Chief, Financial Protection Branch, Livestock Marketing Division,
Packers and Stockyards Administration, USDA, Washington, DC 20250.
Notification procedure:
Any individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to him from System Manager, Telephone (202-447-4615 or
16). A request for information pertaining to an individual should
contain that individual's full name, and current mailing address.
Record access procedures:
Any individual desiring to gain access to a record maintained in
the system which pertains to him may do so by submitting a written
request to the appropriate official referred to in the preceding
paragraph.
Contesting record procedures:
Use same procedures as followed in seeking access.
Record source categories:
Information in this system comes primarily from individuals who
make application for registration or who are registered under the
Packers and Stockyards Act, 1921, as amended. A limited amount of
information in the system is obtained from other sources such as
corporate surety companies, persons acting as trustee on bonds or
bond equivalents and Packers and Stockyards Administration, Regional
Supervisory personnel.
Office of the Secretary
USDA/SEC--1
System name: Non-Career Applicant File, USDA/SEC.
System location: Office of the Secretary, 14th and Independence
Avenue, SW, Room 202A, Administration Building, Washington, DC 20250
Categories of individuals covered by the system: Individuals who
have applied or have been referred to the Department for non-career
appointments.
Categories of records in the system: Consists of resumes and
correspondence regarding individuals who are generally interested in
non-career appointments, who are candidates for specific appointments
and those who have been appointed.
Authority for maintenance of the system: 5 U.S.C. 3301-3302; 5 CFR
part 9.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referred to
agency heads in anticipation of or in the case of specific non-career
vacancies. Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Records maintained in file folders in the Office of the
Deputy Under Secretary, United States Department of Agriculture,
Washington, DC 20250.
Retrievability: Records indexed by name of individual.
Safeguards: Records kept in locked files with a pad locked
security bar.
Retention and disposal: Records more than a year old are usually
disposed of or if an applicant has accepted employment elsewhere, the
files are discarded.
System manager(s) and address: Deputy Under Secretary, Office of
the Secretary, United States Department of Agriculture, Room 202-E,
Administration Building, Washington, DC 20250.
Notification procedure: Any person may request information
regarding this system of records, or information as to whether the
system contains records pertaining to him, from the System Manager.
Such requests should include the name and address of the requester
and a statement of his reasons for believing the system may contain
records about him.
Record access procedures: Use same procedures as for requesting
Notification.
Contesting record procedures: Use same procedures as for
requesting Notification.
Record source categories: Information on this system comes from
the individuals themselves, various federal, state and local
governmental agencies, and persons having knowledge of the
individual's character and capabilities.
Systems exempted from certain provisions of the act: This system
has been exempted pursuant to 5 U.S.C. 552a(k)(5) from the
requirements of 5 USC 552a(c)(3), (d), (e)(l), (e)(4) (G), (H) and
(I) and (f), but only to the extent that disclosure of records
contained in the system would reveal the identity of a source who had
furnished information to the Government under an express promise that
the identity of the source would be held in confidence (or, prior to
September 27, 1975, under an implied promise the identity of the
source would be held in confidence). See 7 CFR 1.123. If such promise
of confidentiality could not be made, the Department's ability to
obtain candid evaluations of persons being considered for appointment
to non-career positions would be greatly impaired. This exemption
enables the Department to obtain needed information when the source
will not provide it unless he has promised that his identity will be
kept confidential.
Office of Outreach
USDA/NOO-1
System name:
USDA Voluntary Minority Farm Register.
Security classification:
None.
System location:
USDA Office of Outreach, 1400 Independence Avenue, Washington, DC
Categories of individuals covered by the system:
Minority farmland owners and operators who voluntarily request to
be included on the Register.
Categories of records in the system:
The system includes name, address, race/ethnic coding provided by
the individual, and farmland acreages owned and operated for each
individual who requested to be included on the Register. Acreage data
are extracted from Farm Service Agency records for the requesting
individuals.
Authority for maintenance of the system:
Section 2501 of Public Law 101-624 (the 1990 Farm Bill), entitled
Outreach and Assistance for Socially Disadvantaged Farmers and
Ranchers, provides authority for the USDA to enter into special
arrangements to aid limited resource and under-served farmers. The
Voluntary Minority Farm Register was one specific action requested
during Civil Rights Action Team Public Meetings and documented in the
Civil Rights Action Team Report of February 1997.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Records in the system will be disclosed and distributed to
Community Based Organizations, educational institutions, and
government agencies assisting minorities with land retention and
acquisition. The purpose of such releases is to ensure that the
program of outreach and assistance for socially disadvantaged farmers
and ranchers is widely publicized and accessible to all.
(2) USDA will disclose information in the system to a court or
adjudicative body in a proceeding when: (a) The agency or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the agency has agreed to represent the
employee; or (d) the United States Government is a party to
litigation or has an interest in such litigation, and by careful
review, determines that the records are both relevant and necessary
to the litigation and the use of such records is therefore deemed by
the agency to be for a purpose compatible with the purpose for which
the agency collected the records.
(3) When a record on its face, or in conjunction with other
records, indicates a violation or potential violation of law, whether
civil, criminal or regulatory in nature, and whether arising by
general statute or particular program statute, or by regulation,
rule, or order issued pursuant thereto, disclosure may be made to the
appropriate agency, whether Federal, foreign, State, local, or
tribal, or other public authority responsible for enforcing,
investigating or prosecuting such violation or charged with enforcing
or implementing the statute, or rule, regulation, or order issued
pursuant thereto, if the information disclosed is relevant to any
enforcement, regulatory, investigative or prospective responsibility
of the receiving entity.
(4) USDA will disclose information in the system to a Member of
Congress or to a Congressional staff member in response to an inquiry
of the Congressional office made at the written request of the
constituent about whom the record is maintained.
(5) Records from this system of records may be disclosed to the
National Archives and Records Administration or to the General
Service Administration for records management inspections conducted
under 44 U.S.C. 2904 and 2906.
(6) USDA will disclose information in the system to agency
contractors, grantees, experts, consultants or volunteers who have
been engaged by the agency to assist in the performance of a service
related to this system of records and who need to have access to the
records in order to perform the activity. Recipients shall be
required to comply with the requirements of the Privacy Act of 1974,
as amended, pursuant to 5 U.S.C. 552a(m).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records will be stored by the USDA Office of Outreach as
electronic files; from time to time portions may be converted to and
maintained in paper format.
Retrievability:
Files will be referenced by county location of farmland.
Safeguards:
Records, both paper and electronic, are accessible only to
authorized personnel and are maintained in offices that are locked
during non-duty hours. Organizations requesting access to the
Voluntary Minority Farm Register records for specific farmland
retention related activities must make application to the USDA Office
of Outreach, outlining their proposed use of the records. If the
proposal is approved, the Office of Outreach will create the
appropriate print or electronic files to meet the request. In case of
requests for names and addresses in just a few counties, an
alternative access procedure may be used in which the USDA Office of
Outreach informs USDA County Service Centers what organizations have
been approved. In those cases, an approved organization can obtain
printed files at the appropriate county offices.
Retention and disposal:
The current Voluntary Minority Farm Register will be recreated at
biennial intervals, in order to update name and address information
and to ensure the inclusion of any changes in farmland ownership
recorded in Farm Service Agency records. A letter will be sent to all
Register participants. The letter will clarify that there is no need
for action if name, address or farmland circumstances have not
changed. A master file of each generation of the Voluntary Minority
Farm Register will be kept in locked file cabinets until 6 years
after creation and then destroyed by shredding or burning in
accordance with approved record retention schedules.
System manager(s) and address:
Office of the Director, Office of Outreach, USDA, James L.
Whitten Building, 1400 Independence Avenue, SW, Washington, DC 20250.
Notification procedure:
Any individual may request information regarding this system of
records from the system manager.
Record access procedures:
Any individual who has volunteered to be included on the
Voluntary Minority Farm Register may gain access to register records
which pertain to him or her by submitting a written request to the
system manager or by visiting his or her local USDA Service Center
and submitting a written request.
Contesting record procedures:
Any individual may contest a record in the Register that pertains
to him or her by submitting pertinent written information to the
system manager.
Record source categories:
Information in this system comes only from the individuals who
voluntarily sign up for the Register.
Exemptions claimed for the system:
None.
Natural Resources and Conservation Service
Editorial Note: Soil Conservation Service was abolished by Pub.
L. 103-354 and all activities are now performed by the Natural
Resources and Conservation Service.
USDA/NRCS--1
System name:
Landowner, Operator, Producer, Cooperator, or Participant Files--
Natural Resources Conservation Service, USDA
System location:
Program landowner, operator, producer, cooperator, or participant
files are maintained in all NRCS county field delivery locations,
mostly USDA Field Service Centers in the county seat. Addresses of
each field office are listed in the local telephone directories of
the field office locations under the heading, ``United States
Government, Department of Agriculture, Natural Resources Conservation
Service.'' Addresses may also be obtained at http://
www.nrcs.usda.gov. Program landowner, operator, producer, cooperator,
or participant files are also maintained in USDA data centers at Fort
Collins, Colorado; Kansas City, Missouri, St. Louis, Missouri, and
other authorized secure data centers.
Categories of individuals covered by the system:
Landowners, operators, producers, cooperators, or participants
with NRCS programs.
Categories of records in the system:
The system consists of electronic databases and file folders
containing information on an individual's conservation plans, cost-
share agreements, conservation practice designs, hardcopy and
electronic resource and planning maps, resource inventory data,
assistance notes, personal and economic data, and other material
necessary to provide assistance to the landowner, operator, producer,
cooperator, or participant in conserving natural resources on their
land they manage.
Authority for maintenance of the system:
16 U.S.C. 590 a-f, q, q-1 and other applicable authorities.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
(1) Records may be disclosed to cooperating Federal, State, and
local agencies, as necessary for implementation of conservation
programs.
(2) Disclosure may be made to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of that individual.
(3) Disclosure to Federal, State, and local agencies, when
necessary to certify that a conservation plan is in effect for land
users to qualify for other USDA program benefits.
(4) Referral to the Department of Justice with (a) the Agency, or
any component thereof; or (b) any employee of the Agency in his/her
official capacity; or (c) any employee of the Agency in his/her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the Agency
determines that litigation is likely to affect the Agency or any of
its components, is a part to litigation or has an interest in such
litigation, and the use of such records by the Department of Justice
is deemed by the Agency to be relevant and necessary to the
litigation, provided, however, that in each case, the Agency
determines that disclosure of the records to the Department of
Justice is a use of the information contained in the records that is
compatible with the purpose for which the records were collected.
(5) Disclosure in a proceeding before a court or adjudicative
body before which the Agency is authorized to appear, when (a) the
Agency, or any component thereof; or (b) any employee of the Agency
in his/her official capacity; or (c) any employee of the Agency in
his/her individual capacity where the Agency has agreed to represent
the employee; or (d) the United States, where the Agency determines
that litigation is likely to affect the Agency or any of its
components, is a part to litigation or has an interest in such
litigation, and the Agency determines that use of such records if
relevant and necessary to the litigation, provided, however, that in
each case, the Agency determines that disclosure of the records to
the court is a use of the information contained in the records that
is compatible with the purpose for which the records were collected.
(6) Referral to the appropriate agency, whether Federal, State,
local, or foreign, charged with the responsibility of investigating
or prosecuting a violation of law, or of enforcing or implementing
the statute, rule, regulation, or order issued pursuant thereto, of
any record within this system when information available indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute or
particular program statute, or by rule, regulation, or order issued
pursuant thereto.
(7) Disclosure may be made to contractors or to technical service
providers as necessary to provide NRCS technical services to
landowners, operators, producers, cooperators, and participants and
such disclosure shall be made subject to the purposes for which the
contractor or technical service provider is hired.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in an electronic retrieval system and in
file folders in county field delivery offices.
Retrievability:
Records are retrieved by name of landowner, operator, producer,
cooperator, or participant, or location on a map, unit identification
number, location code, farm type, soil resources survey area, soil
resources conservation district code, resource management systems and
practices, and program contract information.
Safeguards:
System access is restricted to authorized Natural Resources
Conservation Service employees and conservation district employees
and technical service providers working to assist with the
implementation of natural resources programs. NRCS field employees
are authorized to access system records of landowners, operators,
producers, cooperator, or participants in their service area or
outside of their service area if the landowner, operator, producer,
cooperator, or participant has authorized access. Conservation
district employees are authorized to access system records of their
district landowners, operators, producers, cooperators, or
participants only in their official capacity as district employees.
The electronic data retrieval system is secured by the USDA
Common Computing Environment user authentication process and USDA
eAuthentication login and password protection. Hardcopy files are
maintained in file cabinets, which should be locked when not in use.
Offices are locked during non-business hours.
Retention and disposal:
Records are maintained as long as the landowner, operator,
producer, cooperator, or participant qualifies for conservation
programs.
System manager(s) and address:
District conservationists or their designees are in charge of
delivering services in county offices. Addresses of each field office
are listed in the telephone directories of the field office locations
under ``United States Government, Department of Agriculture, Natural
Resources Conservation Service.'' Addresses may also be obtained at
http://www.nrcs.usda.gov.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her by contacting the respective district
conservationist or other designee. If the specific location of the
record is not known, the individual should address his/her request to
the Director, Management Services Division, USDA-Natural Resources
Conservation Service, P. O. Box 2890, Washington, DC 20013, who will
refer it to the appropriate field office. A request for information
pertaining to an individual should contain: Name, address, and other
relevant information (e.g., name or nature of program, name of
cooperating body, etc.).
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to him/her by
submitting a written request to the district conservationist or his/
her designated representative or to the Director, Management Services
Division, USDA-Natural Resources Conservation Service, P.O. Box 2890,
Washington, DC 20013.
Contesting record procedures:
Any individual may obtain information as to the procedures for
contesting a record in the system which pertains to him/her by
submitting a written request to the district conservationist or his/
her designated representative or to the Director, Management Services
Division, USDA-Natural Resources Conservation Service, P.O. Box 2890,
Washington, DC 20013.
Record source categories:
Information in this system comes from landowners, operators,
producers, cooperators, or participants and NRCS field
conservationists who provide technical and program assistance to
them.
USDA/SCS-2
System name: Volunteers--Soil Conservation Service, USDA/SCS.
System location:
All offices of the Soil Conservation Service. Addresses of Soil
Conservation Service offices are listed in the telephone directories
under the heading, ``United States Government, Department of
Agriculture, Soil Conservation Service.''
Categories of individuals covered by the system:
Individuals who volunteer to serve the Soil Conservation Service.
Categories of records in the system:
The system consists of an automated retrieval system and file
folders on individual volunteers which record information on the
volunteers and their positions and hours worked. These files contain
personal data including names, home addresses, home telephone
numbers, Social Security Account numbers, education level, driver's
license, emergency data, duty station, previous occupation, skills,
interests, job titles, dates of service, hours worked, work
performed, performance evaluation data, and reason for separation.
Authority for maintenance of the system:
Title 7, U.S. Code, Section 2272, authorizes USDA to utilize
volunteers to carry out soil and water conservation work.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records and data may be disclosed, as is necessary: (1) To
Members of Congress to respond to inquiries made on behalf of
individual constituents who are record subjects; (2) to the
Department of Justice when: (a) The agency, or any component thereof;
or (b) an employee of the agency in his or her official capacity; or
(c) any employee of the agency in his or her individual capacity
where the Department of Justice has agreed to represent the employee;
or (d) the United States, where the agency determines that litigation
is likely to affect the agency or any of its components, is a party
to litigation or has an interest in such litigation, and the use of
such records by the Department of Justice is deemed by the agency to
be relevant and necessary to the litigation, provided, however, that
in each case, the agency determines that disclosure of the records to
the Department of Justice is a use of the information contained in
the records that is compatible with the purpose for which the records
were collected; (3) in a proceeding before a court or adjudicative
body before which the agency is authorized to appear when: (a) The
agency, or any component thereof; or (b) any employee of the agency
in his or her official capacity; or (c) any employee of the agency in
his or her individual capacity where the agency has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of
its components, is a party to litigation or has an interest in such
litigation, and the agency determines that use of such records is
relevant and necessary to the litigation, provided, however, that in
each case, the agency determines that disclosure of the records to
the court is a use of the information contained in the records that
is compatible with the purpose for which the records were collected;
(4) in the event that material in this system indicates a violation
of law, whether civil or criminal or regulatory in nature, and
whether arising by general statute, or by regulation, rule, or order
issued pursuant thereto, the relevant records may be disclosed to the
appropriate Federal, State, foreign or local agency charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute, or rule,
regulation, or order issued pursuant thereto.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in an automated database retrieval system
and in file folders in the offices in which volunteers work.
Retrievability:
Records are retrieved by name of volunteer, Social Security
Account Number, and duty station.
Safeguards:
System access is restricted to authorized Soil Conservation
Service employees. The automated data retrieval system is secured by
a series of restricted user passwords. Manual files are maintained in
file cabinets. Offices are locked during nonbusiness hours.
Retention and disposal:
Records are maintained in the system for as long as the
individual volunteer works for the agency. Upon termination, records
of hours worked are transferred to the National Finance Center in New
Orleans, to provide the individual credit for the work experience.
System manager(s) and address:
The system is managed by the Coordinator of Volunteer Services,
Judith K. Johnson, 7515 NE Ankeny Road, Ankeny, Iowa 50021.
Notification procedure:
Any individual may request information regarding this system of
records by contacting the state volunteer program coordinator. For
general information regarding the system or if the location of the
record is not known with sufficient specificity, the individual
should address his request to the Chief, Records Management Branch,
Information Resources Management Division, USDA Soil Conservation
Service, PO Box 2890, Washington, DC 20013, who will refer it to the
appropriate office.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to him by
submitting a written request to the above-named system manager or to
the Chief, Records Management Branch, USDA-SCS, Washington, DC 20013.
Contesting record procedures:
All inquiries should be addressed to the Chief, Records
Management Branch, USDA-SCS, Washington, DC 20013.
Record source categories:
Information in this system is supplied by the volunteers
themselves, using application forms and interest and skills
questionnaires approved for this use. Information on hours worked is
provided by the volunteers through their direct supervisors.
USDA/SCS--3
System name: Federal Financed Cost-Sharing Information
Applicable to Individual Particpants in USDA--Soil Conservation
Service (SCS) Programs.
System location: Records in this system are maintained at the Soil
Conservation Service. Headquarters in Washington, DC and in the
ComputerCenters located at the National Finance Center, New Orleans,
Louisiana, SCS Technical Service Center, Fort Worth, Texas, and USDA
Computer Centers located in Washington, DC, Fort Collins, Colorado,
and Kansas City, Missouri.
Categories of individuals covered by the system: Volunteer
participants, namely landowners and operators in conservation
programs administered by the Soil Conservation Service where
federally financed cost sharing is involved. The programs are the
Great Plains Conservation Program, Small Watershed Program, Rural
Abandoned Mine Program, and Resource Conservation and Development
Program.
Categories of records in the system: Computer data cards, tapes,
computer printouts, and hard copies of records. these records include
name, address, social security number, SCS program, and amount of
payment by program.
Authority for maintenance of the system: Soil Conservation Act,
Pub. L. 74-46, 49 Stat. 163, (16 U.S.C. 590a-f, q); Resource
Conservation and Development Program, Pub. L. 87-703, as amended (7
U.S.C. 1010-1011); Small Watershed Program, Pub. L. 83-566, 68 Stat.
666, as amended (16 U.S.C. 1001-1009); Rural Abandoned Mine Program,
Pub. L. 95-87, 91 Stat. 163 (16 U.S.C. 590 a-f, q); Great Plains
Conservation Program, Pub. L. 84-1021, 70 Stat. 1115, as amended (16
U.S.C. 590 p(b)); and related laws 42 U.S.C. 3271-3274.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Report to Internal
Revenue Service (IRS) of payments made to individual participants for
income tax purposes. Also used by authorized USDA personnel for
budget estimates and program cost data.
Disclosure of data to IRS is in accordance with the Internal
Revenue Act of 1954 (26 U.S.C. 6041) as amended.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
By individual on keypunched cards or magnetic tapes for
computers.
Retrievability: Names and addresses of the individuals are kept for
reports to the Internal Revenue Service. Record material will be
retrieved by name, social security number, and program applicable.
Safeguards: Locked file cabinets, locked computer storage rooms,
and locked computer terminal rooms. Access to records is in
accordance with USDA ADP security plan as supplemented by SCS.
Retention and disposal: Maintained indefinitely on a currently
updated basis.
System manager(s) and address: Chief, Management Systems Branch,
Management Evaluation Division, Soil Conservation Service, PO Box
2890, Washington, DC 20013.
Notification procedure: Any Soil Conservation Service officer from
which the individual participant has received technical assistance
for implementation of a conservation plan required for Federal cost-
sharing financial assistance will receive requests for information
regarding the system of records. Identifying information should be
made by individual names, social security number, address, contract
or agreement number, and program involved.
Record access procedures: To obtain information for obtaining
access to the system of records, write to the system manager listed
above.
Contesting record procedures: Use the same procedures as for
records access.
Record source categories: Participants voluntarily ask for Federal
financial cost-share assistance to apply needed conservation
treatment or practices to lands owned or operated by the individual
particpant. Such cost-sharing data is needed for Federal income tax
information as it applies to the year and income of the participant
using the programs.
Rural Housing Service, Rural Business-Cooperative Service, and Rural
Utilities Service
USDA/RURAL DEVELOPMENT-1
System name:
Applicant, Borrower, Grantee, or Tenant File.
System location:
Each Rural Development applicant's, borrower's, grantee's, or
tenant's file is located in the Local, Area, or State Office through
which the financial assistance is sought or was obtained; in the
Centralized Service Center, St. Louis, Missouri; and in the Finance
Office in St. Louis, Missouri. A State Office version of the Local or
Area Office file may be located in or accessible by the State Office
which is responsible for that Local or Area Office. Correspondence
regarding borrowers is located in the State and National Office
files.
A list of all State Offices and any additional States for which
an office is responsible is as follows:
Montgomery, AL
Palmer, AK
Phoenix, AZ
Little Rock, AR
Woodland, CA
Lakewood, CO
Camden, DE-DC, MD
Gainsville, FL
Athens, GA
Hilo, HI-Western Pacific Terr.
Boise, ID
Champaign, IL
Indianapolis, IN
Des Monies, IA
Topeka, KS
Lexington, KY
Alexandria, LA
Bangor, ME
Amherst, MA-CT, RI
East Lansing, MI
St. Paul, MN
Jackson, MS
Columbia, MO
Bozeman, MT
Lincoln, NE
Carson City, NV
Mt. Holy, NJ
Albuquerque, NM
Syracuse, NY
Raleigh, NC
Bismarck, ND
Columbus, OH
Stillwater, OK
Portland, OR
Harrisburg, PA
Hato Rey, PR
Columbia, SC
Huron, SD
Nashville, TN
Temple, TX
Salt Lake City, UT
Montpelier, VT-NH, VI
Richmond, VA
Wentchee, WA
Morgantown, WV
Stevens Point, WI
Casper, WY
The address of Local, Area, and State Offices are listed in the
telephone director of the appropriate city or town under the heading
``United States Government, Department of Agriculture, Rural
Development.'' The Financial Office is located at 1520 Market Street,
St. Louis, Missouri 63103.
Categories of individuals covered by the system:
Present and former Rural Development applicants, borrowers,
grantees, tenants, and their respective household members, including
members of associations.
Categories of records in the system:
The system includes files containing the names of applicants,
borrowers, grantees, tenants, their social security or employer
identification number, bank routing and account numbers; and their
respective household members' characteristics, such as gross and net
income, sources of income, capital, assets and liabilities, net
worth, age, race, number of dependents, marital status, reference
material, farm or ranch operating plans, and property appraisals. The
system also includes credit reports and personal references from
credit agencies, lenders, businesses, and individuals. In addition, a
running record of observation concerning the operations of the person
being financed is included. A record of deposits to and withdrawals
from an individual's supervised bank account is also contained in
those files where appropriate. In some Local Offices, this record is
maintained in a separate folder containing only information relating
to activity within supervised bank accounts. Some items of
information are extracted from the individual's file and placed in a
card file for quick reference.
Authority for maintenance of the system:
7 U.S.C. 1921 et seq., 42 U.S.C. 1471 et seq., and 42 U.S.C.
2706.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. When a record on its face, or in conjunction with other
records, indicates a violation or potential violation of law, whether
civil, criminal, or regulatory in nature, and whether arising by
general statute or particular program statute, or by regulation,
rule, or order issued pursuant thereto, disclosure may be made to the
appropriate agency, whether Federal, foreign, State, local, or
tribal, or other public authority responsible for enforcing,
investigating, or prosecuting such violation or charged with
enforcing or implementing the statute, or rule, regulation, or order
issued pursuant thereto, if the information disclosed is relevant to
any enforcement, regulatory, investigative, or prospective
responsibility of the receiving entity.
2. A record from this system of records may be disclosed to a
Member of Congress or to a congressional staff member in response to
an inquiry of the congressional office made at the written request of
the constituent about whom the record is maintained.
3. Rural Development will provide information from this system to
the U.S. Department of the Treasury and to other Federal agencies
maintaining debt servicing centers, in connection with overdue debts,
in order to participate in the Treasury Offset Program as required by
the Debt Collection Improvements Act, Pub. L. 104-134, section 31001.
4. Disclosure of the name, home address, and information
concerning default on loan repayment when the default involves a
security interest in tribal allotted or trust land. Pursuant to the
Cranston-Gonzales National Affordable Housing Act of 1990 (42 U.S.C.
12701 et seq.), liquidation may be pursued only after offering to
transfer the account to an eligible tribal member, the tribe, or the
Indian housing authority serving the tribe(s).
5. Referral of names, home addresses, social security numbers,
and financial information to a collection or servicing contractor,
financial institution, or a local, State, or Federal agency, when
Rural Development determines such referral is appropriate for
servicing or collecting the borrower's account or as provided for in
contracts with servicing or collection agencies.
6. It shall be a routine use of the records in this system of
records to disclose them in a proceeding before a court or
adjudicative body, when: (a) The agency or any component thereof; or
(b) any employee of the agency in his or her official capacity; or
(c) any employee of the agency in his or her individual capacity
where the agency has agreed to represent the employee; or (d) the
United States is a party to litigation or has an interest in such
litigation, and by careful review, the agency determines that the
records are both relevant and necessary to the litigation, provided,
however, that in each case, the agency determines that disclosure of
the records is a use of the information contained in the records that
is compatible with the purpose for which the agency collected the
records.
7. Referral of names, home addresses, and financial information
for selected borrowers to financial consultants, advisors, lending
institutions, packagers, agents, and private or commercial credit
sources, when Rural Development determines such referral is
appropriate to encourage the borrower to refinance his Rural
Development indebtedness as required by Title V of the Housing Act of
1949, as amended (42 U.S.C. 1471), or to assist the borrower in the
sale of the property.
8. Referral of legally enforceable debts to the Department of the
Treasury, Internal Revenue Service (IRS), to be offset against any
tax refund that may become due the debtor for the tax year in which
the referral is made, in accordance with the IRS regulations at 26
CFR 301.6402-6T, Offset of Past Due Legally Enforceable Debt Against
Overpayment, and under the authority contained in 31 U.S.C. 3720A.
9. Referral of information regarding indebtedness to the Defense
Manpower Data Center, Department of Defense, and the United States
Postal Service for the purpose of conducting computer matching
programs to identify and locate individuals receiving Federal salary
or benefit payments and who are delinquent in their repayment of
debts owed to the U.S. Government under certain programs administered
by Rural Development in order to collect debts under the provisions
of the Debt Collection Act of 1982 (5 U.S.C. 5514) by voluntary
repayment, administrative or salary offset procedures, or by
collection agencies.
10. Referral of names, home addresses, and financial information
to lending institutions when Rural Development determines the
individual may be financially capable of qualifying for credit with
or without a guarantee.
11. Disclosure of names, home addresses, social security numbers,
and financial information to lending institutions that have a lien
against the same property as Rural Development for the purpose of the
collection of the debt. These loans can be under the direct and
guaranteed loan programs.
12. Referral to private attorneys under contract with either
Rural Development or with the Department of Justice for the purpose
of foreclosure and possession actions and collection of past due
accounts in connection with Rural Development.
13. It shall be a routine use of the records in this system of
records to disclose them to the Department of Justice when: (a) The
agency or any component thereof; or (b) any employee of the agency in
his or her official capacity where the Department of Justice has
agreed to represent the employee; or (c) the United States
Government, is a party to litigation or has an interest in such
litigation, and by careful review, the agency determines that the
records are both relevant and necessary to the litigation and the use
of such records by the Department of Justice is therefore deemed by
the agency to be for a purpose that is compatible with the purpose
for which the agency collected the records.
14. Referral of names, home addresses, social security numbers,
and financial information to the Department of Housing and Urban
Development (HUD) as a record of location utilized by Federal
agencies for an automatic credit prescreening system.
15. Referral of names, home addresses, social security numbers,
and financial information to the Department of Labor, State Wage
Information Collection Agencies, and other Federal, State, and local
agencies, as well as those responsible for verifying information
furnished to qualify for Federal benefits, to conduct wage and
benefit matching through manual and/or automated means, for the
purpose of determining compliance with Federal regulations and
appropriate servicing actions against those not entitled to program
benefits, including possible recovery of improper benefits.
16. Referral of names, home addresses, and financial information
to financial consultants, advisors, or underwriters, when Rural
Development determines such referral is appropriate for developing
packaging and marketing strategies involving the sale of Rural
Development loan assets.
17. Rural Development, in accordance with 31 U.S.C. 3711(e)(5),
will provide to consumer reporting agencies or commercial reporting
agencies information from this system indicating that an individual
is responsible for a claim that is current.
18. Referral of names, home and work addresses, home telephone
numbers, social security numbers, and financial information to escrow
agents (which also could include attorneys and title companies)
selected by the applicant or borrower for the purpose of closing the
loan.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be
made from this system to consumer reporting agencies as defined in
the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal
Claims Collection Act (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders at the Local, Area, State,
and National Offices. A limited subset of personal, financial, and
characteristics data required for effective management of the
programs and borrower repayment status is maintained on disc or
magnetic tape at the Finance Office. This subset of data may by
accessed by the authorized personnel from each office.
Retrievability:
Records are indexed by name, identification number and type of
loan or grant. Data may be retrieved from the paper records or the
magnetic tapes. A limited subset of data is available through
telecommunications capability, ranging from telephones to intelligent
terminals. All Rural Development offices have the telecommunications
capability available to access this subset of data.
Safeguards:
Records are kept in locked offices at the Local, Area, State, and
National Offices. A limited subset of data is also maintained in a
tape and disc library and an on-line retrieval system at the Finance
Office. Access is restricted to authorized Rural Development
personnel. A system of operator and terminal passwords and code
numbers is used to restrict access to the on-line system. Passwords
and code numbers are changed as necessary.
Retention and disposal:
Records are maintained subject to the Federal Records Disposal
Act of 1943 (44 U.S.C. 33), and in accordance with Rural
Development's disposal schedules. The Local, Area, State, and
National Offices dispose of records by shredding, burning, or other
suitable disposal methods after established retention periods have
been fulfilled. Finance Office records are disposed of by
overprinting. (Destruction methods may never compromise the
confidentiality of information contained in the records.)
Applications, including credit reports and personal references,
which are rejected, withdrawn, or otherwise terminated are kept in
the Local, Area, or State Office for 2 full fiscal years and 1 month
after the end of the fiscal year in which the application was
rejected, withdrawn, canceled, or expired. If final action was taken
on the application, including an appeal, investigation, or
litigation, the application is kept for 1 full fiscal year after the
end of the fiscal year in which final action was taken.
The records, including credit reports, of borrowers who have paid
or otherwise satisfied their obligation are retained in the Local,
Area, or State Office for 1 full fiscal year after the fiscal year in
which the loan was paid in full. Correspondence records at the
National Office which concern borrowers and applicants are retained
for 3 full fiscal years after the last year in which there was
correspondence.
System manager(s) and address:
The Community Development Manager at the Local Office, the Rural
Development Manager at the Area Office, and the State Director at the
State Office, the Deputy Chief Financial Officer in St. Louis, MO,
and the respective Administrators in the National Office at the
following addresses: Administrator, Rural Housing Service, USDA, 1400
Independence Avenue, SW, Room 5014, South Building, Stop 0701,
Washington, DC 20250-0701; Administrator, Rural Business-Cooperative
Service, USDA, 1400 Independence Avenue, SW, Room 5045, South
Building, Stop 3201, Washington, DC 20250-3201; Administrator, Rural
Utilities Service, USDA, 1400 Independence Avenue, SW, Room 4501,
South Building, Stop 1510, Washington, DC 2050-1510.
Notification procedure:
Any individual may request information regarding this system of
records, or determine whether the system contains records pertaining
to him/her, from the appropriate System Manager. If the specific
location of the record is not known, the individual should address
his or her request to: Rural Development, Freedom of Information
Officer, United States Department of Agriculture, 1400 Independence
Avenue, SW., Stop 0742, Washington, DC 20250-0742.
A request for information pertaining to an individual must
include a name; an address; the Rural Development office where the
loan or grant was applied for, approved, and/or denied; the type of
Rural Development program; and the date of the request or approval.
Record access procedures:
Any individual may obtain information regarding the procedures
for gaining access to a record in the system which pertains to him or
her by submitting a written request to one of the System Managers.
Contesting record procedures:
Same as record access procedures.
Record source categories:
Information in this system comes primarily from the applicant,
borrower, grantee, or tenant. Credit reports and personal references
come primarily from credit agencies and creditors.
Exemptions claimed for the system:
None.
USDA/RURAL DEVELOPMENT-2
System name:
Biographical Sketch File
System location:
USDA/Rural Development, 1400 Independence Avenue, SW., Stop 0730,
Washington, DC 20250-0730.
Categories of individuals covered by the system:
All employees and former employees of Rural Development at or
above the Division Director level and all current and former Schedule
C employees and Senior Executive Service members.
Categories of records in the system:
The system consists of files containing information concerning
employee's educational and employment history, awards, marital
status, number of children, present employment, place of birth, and
current residence. The employee knows the file is maintained and has
approved the biography.
Authority for maintenance of the system:
7 U.S.C. 1921 et seq., 42 U.S.C. 1471 et seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
The information is furnished to the news media, congressional
committees, organizations to which the employee will be speaking, and
other interested parties.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders at the National Office.
Retrievability:
Records are indexed by name.
Safeguards:
Recors are kept in a building with full-time security.
Retention and disposal:
Indefinite.
System manager(s) and address:
Administrator, Rural Housing Service, USDA, 1400 Independence
Avenue, SW., Room 5014, South Building, Stop 0701, Washington, DC
20250-0701; Administrator, Rural Business-Cooperative Service, USDA,
1400 Independence Avenue, SW, Room 5045, South Building, Stop 3201,
Washington, DC 20250-3201; Administrator, Rural Utilities Service,
USDA, 1400 Independence Avenue, SW, Room 4501, South Building, Stop
1510, Washington, DC 20250-1510.
Notification procedure:
Any individual may request information concerning this system of
records, or information as to whether the system contains record
pertaining to him/her from the System Manager. A request for
information pertaining to an individual should contain: Name,
address, position(s) held in Rural Development, and dates of
employment.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to and contesting a record in the system which
pertains to him/her by submitting a written request to the System
Manager.
Contesting record procedures:
Same as record access procedures.
Record source categories:
Information in this system is provided by the employee, or is
taken from his/her recorded with his/her concurrence.
USDA/RURAL DEVELOPMENT-3
System name:
Graduation File.
System location:
Each borrower's graduation file is located in the Local and Area
Offices through which the borrower obtained his loan, and, in some
cases, at the State Office responsible for that Local and Area
Offices.
A list of State Offices and any additional States for which an
office is responsible is included under the system titled ``USDA/
Rural Development-1 Applicant, Borrower, Grantee, or Tenant File.''
The address of State and Local Offices are listed in the telephone
directory or the appropriate city or town under the heading ``United
States Government, Department of Agriculture, Rural Development.''
Categories of individuals covered by the system:
All Rural Development borrowers whose loans are eligible for
review to determine whether the borrower should obtain credit from
other sources. All borrowers who have been in debit for at least five
years on a real estate loan are considered eligible for review.
Categories of records in the system:
The system consists of files containing names of borrowers
eligible for review, type of loan, whether graduation is advisable
and any communications with the borrower concerning whether the loan
has been paid off or if the borrower is usable to refinance, as well
as comments of the Community Development Manager.
Authority for maintenance of the system:
7 U.S.C. 1921 et seq., 42 U.S.C. 1471 et seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. When a record on its face, or in conjunction with other
records, indicates a violation or potential violation of law, whether
civil, criminal, or regulatory in nature, and whether arising by
general statute or particular program statute, or by regulation,
rule, or order issued pursuant thereto, disclosure may be made to the
appropriate agency, whether Federal, foreign, State, local, or
tribal, or other public authority responsible for enforcing,
investigating, or prosecuting such violation or charged with
enforcing or implementing the statute, or rule, regulation, or order
issued pursuant thereto, if the information disclosed is relevant to
any enforcement, regulatory, investigative, or prosecutive
responsibility of the receiving entity.
2. A record from this system of records may be disclosed to a
Member of Congress or to a congressional staff member in response to
an inquiry of the Congressional office made at the written request of
the constituent about whom the record is maintained.
3. Referral of names, home addresses, and financial information
for selected borrowers to financial consultants, advisors, lending
institutions, packagers, agents, and private or commercial credit
sources, when Rural Development determines such referral is
appropriate to encourage the borrower to refinance his Rural
Development indebtedness as required by Title V of the Housing Act of
1949, as amended (42 U.S.C. 1471), or to assist the borrower in the
sale of the property.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by name.
Safeguards:
Records are kept in locked offices at all levels, and access is
restricted to authorized Rural Development officials.
Retention and disposal:
Records are retained for three years after the list of borrowers
eligible for review was received by the Community Development
Manager.
System manager(s) and address:
The Community Development Manager and the State Director at the
appropriate levels.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him from the appropriate System Manager. If the
specific location of the record is not known, the individual should
address a request to the Freedom of Information Officer, Rural
Development, USDA, 1400 Independence Avenue, SW, Stop 0742,
Washington, DC 20250-0742. A request for information pertaining to an
individual should contain: Name, address, State and county where loan
was applied for or approved, and particulars involved (i.e. date of
request/approval, type of loan, etc.).
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to him/her by
submitting a written request to one of the System Managers referred
to in the proceeding paragraph.
Contesting record procedures:
Same as access.
Record source categories:
Information in this system comes primarily from the borrower.
USDA/RURAL DEVELOPMENT-4
System name:
Housing Contractor Complaint File.
System location:
Complaints concerning housing contractors may be filed in the
Local, Area, and State Offices in any State, County or District in
which the contractor has conducted business.
A list of State Offices and any additional State for which an
office is responsible is included under the system titled ``USDA/
Rural Development-1 Applicant, Borrower, Grantee, or Tenant File.''
The addresses of State and Local Offices are listed in the telephone
directory of the appropriate city or town under the heading ``United
States Government, Department of Agriculture, Rural Development.''
Categories of individuals covered by the system:
All housing contractors who have performed work for Rural
Development borrowers and about whom the borrower has seen fit to
file a complaint.
Categories of records in the system:
The system consists of files containing borrowers' complaints
concerning contractors.
Authority for maintenance of the system:
7 U.S.C. 1921 et seq., 42 U.S.C. 1471 et seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
1. When a record on its face, or in conjunction with other
records, indicates a violation or potential violation of law, whether
civil, criminal, or regulatory in nature, and whether arising by
general statute or particular program statute, or by regulation,
rule, or order issued pursuant thereto, disclosure may be made to the
appropriate agency, whether Federal, foreign, State, local, or
tribal, or other public authority responsible for enforcing,
investigating, or prosecuting such violation or charged with
enforcing or implementing the statue, or rule, regulation, or order
issued pursuant thereto, if the information disclosed is relevant to
any enforcement, regulatory, investigative, or prosecutive
responsibility of receiving entity.
2. It shall be a routine use of the records in this system of
records to disclose them in a proceeding before a court or
adjudicative body, when: (a) The agency or any component thereof; or
(b) any employee of the agency in his or her official capacity; or
(c) any employee of the agency in his or her individual capacity
where the agency has agreed to represent the employee; or (d) the
United States is a party to litigation or has an interest in such
litigation, and by careful review, the agency determines that the
records are both relevant and necessary to the litigation, provided,
however, that in each case, the agency determines that disclosure of
the records is a use of the information contained in the records that
is compatible with the purpose for which the agency collected the
records.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by the contractor or name of the construction
company.
Safeguards:
Records are kept in locked offices at all levels. Access at all
levels is restricted to authorized Rural Development officials.
Retention and disposal:
Records are maintained subject to the Federal Records Disposal
Act of 1943 (44 U.S.C. 33) and in accordance with Rural Development's
disposal schedules. Records are retained for three years after the
fiscal year of the complaint.
System manager(s) and address:
The Community Development Manager at the Local Office level and
the State Director at the State Office level.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the appropriate System Manager. If the
specific location of the record is not known, the individual should
address his/her request to the Freedom of Information Officer, Rural
Development, USDA, 1400 Independence Avenue, SW., Stop 0742,
Washington, DC 20250-0742. A request for information pertaining to an
individual should contain: Name, address, and location where work was
performed for Rural Development borrowers.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to him/her by
submitting a written request to one of the System Managers referred
to in the preceding paragraph.
Contesting record procedures:
Same as access.
Record source categories:
Information in this system comes primarily from the complainants.
USDA/RURAL DEVELOPMENT-5
System name:
Tort Claims File, USDA/Rural Development.
System location:
Each claimant's file is located in the office of the employee
against whom the action was filed, the applicable State Office, and
the National Office. A list of State Offices and any additional
States for which an office is responsible is included under the
system titled ``USDA/Rural Development-1 Applicant, Borrower, Grantee
or Tenant File.'' The addresses of State and Local Offices are listed
in the telephone directory of the appropriate city or town under the
heading ``United States Government, Department of Agriculture, Rural
Development.'' The National Office is located at the following
address: USDA/Rural Development, 1400 Independence Avenue, SW., Stop
0742, Washington, DC 20250-0742.
Categories of individuals covered by the system:
All claimants who have filed civil suits against employees of
Rural Development, or against the Federal Government, including those
filed under the Tort Claims Act, as a result of circumstances
involving Rural Development.
Categories of records in the system:
The system consists of files containing information as to the
circumstances of the loss for which the claimant is seeking relief,
opinions of the Office of General Counsel, USDA, and disposition of
the case.
Authority for maintenance of the system:
7 U.S.C. 1921 et seq., 42 U.S.C. 1471 et seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
When a record on its face, or in conjunction with other records,
indicates a violation or potential violation of law, whether civil,
criminal, or regulatory in nature, and whether arising by general
statute or particular program statute, or by regulation, rule, or
order issued pursuant thereto, disclosure may be made to the
appropriate agency, whether Federal, foreign, State, local, or
tribal, or other public authority responsible for enforcing,
investigating, or prosecuting such violation or charged with
enforcing or implementing the statute, or rule, regulation, or order
issued pursuant thereto, if the information disclosed is relevant to
any enforcement, regulatory, investigative, or prosecutive
responsibility of the receiving entity.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by claimant's name.
Safeguards:
Records are kept in locked offices at all levels. Access at all
levels is restricted to authorized Rural Development officials.
Retention and disposal:
Records are maintained subject to the Federal Records Disposal
Act of 1943 (44 U.S.C. 33) and in accordance with Rural Development's
disposal schedules. Records are retained for five years after the
last written report or document was placed in the file.
System manager(s) and address:
The Community Development Manager at the Local Office level, the
State Director at the State Office level and the respective
Administrators in the National Office at the following addresses:
Administrator, Rural Housing Service, USDA, 1400 Independence Avenue,
SW, Room 5014, South Building, Stop 0701, Washington, DC 20250-0701;
Administrator, Rural Business-Cooperative Service, USDA, 1400
Independence Avenue, SW, Room 5045, South Building, Stop 3201,
Washington, DC 20250-3201; Administrator, Rural Utilities Service,
USDA, 1400 Independence Avenue, SW., Room 4501, South Building, Stop
1510, Washington, DC 20250-1510.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the appropriate System Manager. If the
specific location of the record is not known, the individual should
address his/her request to the Freedom of Information Officer, Rural
Development, USDA, 1400 Independence Avenue, SW., Stop 0742,
Washington, DC 20250-0742. A request for information pertaining to an
individual should contain: Name, address, defendant in the action and
date of the initiation of the action.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to him/her by
submitting a written request to one of the System Managers referred
to in the preceding paragraph.
Contesting record procedures:
Same as access.
Record source categories:
Information in this file comes primarily from the claimant.
USDA/RURAL DEVELOPMENT-6
System name:
Training Files.
System location:
Training files may be located at the Rural Development National
Office, 501 School Street, SW, Washington, DC 20024.
Categories of individuals covered by the system:
All persons who have received or applied for training at the
Rural Development Training Center and other locations if such
training was to be at Rural Development expense.
Categories of records in the system:
Name of individual, date(s) of training and course(s) taken or
applied for are included in this record.
Authority for maintenance of the system:
7 U.S.C. 1921 et seq., 42 U.S.C. 1471 et seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
When a record on its face, or in conjunction with other records,
indicates a violation or potential violation of law, whether civil,
criminal, or regulatory in nature, and whether arising by general
statute or particular program statute, or by regulation, rule, or
order issued pursuant thereto, disclosure may be made to the
appropriate agency, whether Federal, foreign, State, local, or
tribal, or other public authority responsible for enforcing,
investigating, or prosecuting such violation or charged with
enforcing or implementing the statute, or rule, regulation, or order
issued pursuant thereto, if the information disclosed is relevant to
any enforcement, regulatory, investigative, or prosecutive
responsibility of the receiving entity.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders at the National Office.
Retrievability:
Records are indexed by the name of the individual receiving/
applying for training.
Safeguards:
Records are kept in a locked office.
Retention and disposal:
Retention is indefinite.
System manager(s) and address:
Administrator, Rural Housing, USDA, 1400 Independence Avenue, SW,
Room 5014, South Building, Stop 0701, Washington, DC 20250-0701;
Administrator, Rural Business-Cooperative Service, USDA, 1400
Independence Avenue, SW, Room 5045, South Building, Stop 3201,
Washington, DC 20250-3201; Administrator, Rural Utilities Service,
USDA, 1400 Independence Avenue, SW, Room 4501, South Building, Stop
1510, Washington, DC 20250-1510.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the appropriate System Manager. Requests
should include name and address.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertain to him/her by
submitting a written request to the System Manager.
Contesting record procedures:
Same as access.
Record source categories:
Information in this system comes from the applicant.
USDA/RURAL DEVELOPMENT-7
System name:
Travel Records.
System location:
Each traveler's file is located in the Local Office or Area
Office in which he/she is employed; the State Office responsible for
that Local Office or Area Office; or in the National Finance Office
if the traveler is employed at either of those levels.
A list of State Offices and any additional States for which an
office is responsible is included under the system titled ``USDA/
Rural Development-1 Applicant, Borrower, Grantee, or Tenant File.''
The addresses of State, Local, and Area Offices are listed in the
telephone directory of the appropriate city or town under the heading
``United States Government, Department of Agriculture, Rural
Development.''
Categories of individuals covered by the system:
All Rural Development employees and former employees whose travel
expenses have been paid for by Rural Development.
Categories of records in the system:
The system consists of files containing employees; itineraries
and travel vouchers.
Authority for maintenance of the system:
7 U.S.C. 1921 et seq., 42 U.S.C. 1471 et seq., and 5 U.S.C. 301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
When a record on its face, or in conjunction with other records,
indicates a violation or potential violation of law, whether civil,
criminal, or regulatory in nature,and whether arising by general
statute or particular program statute, or by regulation, rule, or
order issued pursuant thereto, disclosure may be made to the
appropriate agency, whether Federal, foreign, State, local, or
tribal, or other public authority responsible for enforcing,
investigating, or prosecuting such violation or charged with
enforcing or implementing the statute, or rule, regulation or order
issued pursuant thereto, if the information disclosed is relevant to
any enforcement, regulatory, investigative, or prosecutive
responsibility of the receiving entity.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by name.
Safeguards:
Records are kept in locked offices at all levels. Access at all
levels is restricted to authorized Rural Development officials.
Retention and disposal:
Records are maintained subject to the Federal Records Disposal
Act of 1943 (44 U.S.C. 33) and in accordance with Rural Development's
disposal schedules. Records are disposed of six years after the
fiscal year in which the travel occurred.
System manager(s) and address:
The Community Development Manager at the Local Office level, the
State Director at the State Office level, the Deputy Chief Financial
Officer for Finance Office records and the respective Administrators,
for the National Office files at the following addresses in the
National Office: Administrator, Rural Housing Service, USDA, 1400
Independence Avenue, SW, Room 5014, South Building, Stop 0701,
Washington, DC 20250-0701; Administrator, Rural Business-Cooperative
Service, USDA, 1400 Independence Avenue, SW, Room 5045, South
Building, Stop 3201, Washington, DC 20250-3201; Administrator, Rural
Utilities Service, USDA, 1400 Independence Avenue, SW, Room 4501,
South Building, Stop 1510, Washington, DC 20250-1510.
Notification procedure:
Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to him/her from the appropriate System Manager. If the
specific location of the record is not known, the individual should
address his/her request to the Freedom of Information Officer, Rural
Development, USDA, 1400 Independence Avenue, SW, Stop 0742,
Washington, DC 20250-0742. A request for information pertaining to an
individual should contain: Name, address, and dates and places of
employment.
Record access procedures:
Any individual may obtain information as to the procedures for
gaining access to a record in the system which pertains to him/her by
submitting a written request to one of the System Managers referred
to in the preceding paragraph.
Contesting record procedures:
Same as access.
Record source categories:
Information in this system comes primarily from the employee.
AGRICULTURE DEPARTMENT
Title 7-Agriculture
Subtitle A-Office of the Secretary of Agriculture
PART 1--ADMINISTRATIVE REGULATIONS
Subpart G--Privacy Act Regulations
Sec.
1.110 Purpose and scope.
1.111 Definitions.
1.112 Procedures for requests pertaining to individual records in a
record system.
1.113 Times, places, and requirements for identification of individuals
making requests.
1.114 Disclosure of requested information to individuals.
1.115 Special procedures: medical records.
1.116 Request for correction or amendment to record.
1.117 Agency review of request for correction or amendment of record.
1.118 Appeal of initial adverse agency determination on correction or
amendment.
1.119 Disclosure of record to person other than the individual to whom
it pertains.
1.120 Fees.
1.121 Penalties.
1.122 General exemptions.
1.123 Specific exemptions.
Appendix A--Internal Directives
Subpart G--Privacy Act Regulations
Authority: 5 U.S.C. 301 and 552a; 31 U.S.C. 9701.
Source: 40 FR 39519, Aug. 28, 1975, unless otherwise noted.
Sec. 1.110 Purpose and scope.
This subpart contains the regulations of the U.S. Department of
Agriculture (USDA) implementing the Privacy Act of 1974 (5 U.S.C. 552a).
This subpart sets forth the basic responsibilities of each agency of
USDA with regard to USDA's compliance with the requirements of the
Privacy Act, and offers guidance to members of the public who wish to
exercise any of the rights established by the Privacy Act with regard to
records maintained by an agency of USDA.
[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, Jun. 24, 1997]
Sec. 1.111 Definitions.
For purposes of this subpart the terms ``individual,'' ``maintain,''
``record,'' ``system of records,'' ``statistical record,'' and ``routine
use'' shall have the meanings set forth in 5 U.S.C. 552a(a). The term
``agency'' shall mean an agency of USDA, unless otherwise indicated.
Sec. 1.112 Procedures for requests pertaining to individual records
in a record system.
(a) Any individual who wishes to be notified if a system of records
maintained by an agency contains any record pertaining to him or her, or
to request access to such records, shall submit a written request in
accordance with the instructions set forth in the system notice for that
system of records. This request shall include:
(1) The name of the individual making the request;
(2) The name of the system of records (as set forth in the system
notice to which the request relates);
(3) Any other information specified in the system notice; and
(4) When the request is one for access, a statement as to whether the
requester desires to make a personal inspection of the records, or be
supplied with copies by mail.
(b) Any individual whose request under paragraph (a) of this section
is denied may appeal that denial to the head of the agency which
maintains the system of records to which the request relates.
(c) In the event that an appeal under paragraph (b) of this section is
denied, the requester may bring a civil action in federal district court
to seek review of the denial.
]40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, Jun. 24, 1997]
Sec. 1.113 Times, places, and requirements for identification of
individuals making requests.
(a) If an individual submitting a request for access under Sec. 1.112
has asked that an agency authorize a personal inspection of records
pertaining to him or her, and the agency has granted that request, the
requester shall present himself or herself at the time and place
specified in the agency's response or arrange another, mutually
convenient, time with the appropriate agency official.
(b) Prior to inspection of the records, the requester shall present
sufficient identification (e.g., driver's license, employee
identification card, social security card, credit cards) to establish
that the requester is the individual to whom the records pertain. If the
requester is unable to provide such identification, the requester shall
complete and sign in the presence of an agency official a signed
statement asserting the requester's identity and stipulating that the
requester understands that knowingly or willfully seeking or obtaining
access to records about another individual under false pretenses is a
misdemeanor punishable by fine up to $5,000. No identification shall be
required, however, if the records are required by 5 U.S.C. 552 to be
released.
(c) Any individual who has requested access to records about himself
or herself by personal inspection, and who wishes to have another person
or persons accompany the requester during this inspection, shall submit
a written statement authorizing disclosure of the record in the presence
of such other person or persons.
(d) Any individual having made a personal inspection of records
pertaining to the requester may request the agency to provide the
requester copies of those records or any portion of those records. Each
agency shall grant such requests but may charge fees in accordance with
Sec. 1.120.
(e) If an individual submitting a request for access under Sec. 1.112
wishes to be supplied with copies of the records by mail, the requester
shall include with his or her request sufficient data for the agency to
verify the requester's identity. If the sensitivity of the records
warrant it, however, the agency to which the request is directed may
require the requester to submit a signed, notarized statement indicating
that the requester is the individual to whom the records pertain and
stipulating the requesrer understands that knowingly or willfully
seeking or obtaining access to records about another individual under
false pretenses is a misdemeanor punishable by fine up to $5,000. No
identification shall be required, however, if the records are required
by 5 U.S.C. 552 to be released. If the agency to which this request is
directed determines to grant the requested access, it may charge fees in
accordance with Sec. 1.120 before making the necessary copies.
[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, Jun. 24, 1997]
Sec. 1.114 Disclosure of requested information to individuals.
(a) Any agency which receives a request or appeal under Sec. 1.112
should acknowledge the request or appeal within 10 days of its receipt
(excluding Saturdays, Sundays, and legal public holidays). Wherever
practicable, the acknowledgment should indicate whether or not access
will be granted and, if so, when and where. When access is to be
granted, the agency should provide the access within 30 days of receipt
of the request or appeal (excluding Saturdays, Sundays and legal public
holidays) unless, for good cause shown, it is unable to do so. If the
agency is unable to meet this deadline, it shall inform the requester of
this fact, the reasons for its inability to do so, and an estimate of
the date on which access will be granted.
(b) Nothing in 5 U.S.C. 552a or this subpart shall be interpreted to
require that an individual making a request under Sec. 1.112 be granted
access to the physical record itself. The form in which a record is kept
(e.g., on magnetic tape), or the content of the record (e.g., a record
indexed under the name of the requester may contain records which are
not about the requester) may require that the record be edited or
translated in some manner. Neither of these procedures may be utilized,
however, to withhold information in a record about the requester.
(c) No agency shall deny any request under Sec. 1.112 for information
concerning the existence of records about the requester in any system of
records it maintains, or deny any request for access to records about
the requester in any system of records it maintains, unless that system
is exempted from the requirements of 5 U.S.C. 552a(d) in Sec. 1.123.
(d) If any agency receives a request pursuant to Sec. 1.112(a) for
access to records in a system of records it maintains which is so
exempted, the system manager shall determine if the exemption is to be
asserted. If the system manager determines to deny the request, the
system manager shall inform the requester of that determination, the
reason for the determination, and the title and address of the agency
head to whom the denial can be appealed.
(e) If the head of an agency determines that an appeal pursuant to
Sec. 1.112(b) is to be denied, the head of the agency shall inform the
requester of that determination, the reason for the determination, and
the requester's right under 5 U.S.C. 552a(g) to seek judicial review of
the denial in federal district court.
(f) Nothing in 5 U.S.C. 552a or this subpart shall allow an individual
access to any information compiled in reasonable anticipation of a civil
action or proceeding.
[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, Jun. 24, 1997]
Sec. 1.115 Special procedures: Medical records.
In the event an agency receives a request pursuant to Sec. 1.112 for
access to medical records (including psychological records) whose
disclosure it determines would be harmful to the individual to whom they
relate, it may refuse to disclose the records directly to the requester
but shall transmit them to a doctor designated by that individual.
Sec. 1.116 Request for correction or amendment to record.
(a) Any individual who wishes to request correction or amendment of
any record pertaining to him or her contained in a system of records
maintained by an agency shall submit that request in writing in
accordance with the instructions set forth in the system notice for that
system of records. This request shall include:
(1) The name of the individual making the request;
(2) The name of the system of records (as set forth in the system
notice to which the request relates);
(3) A description of the nature (e.g., modification, addition or
deletion) and substance of the correction or amendment requested; and
(4) Any other information specified in the system notice.
(b) Any individual submitting a request pursuant to paragraph (a) of
this section shall include sufficient information in support of that
request to allow the agency to which it is addressed to apply the
standards set forth in 5 U.S.C. 552a(e) (1) and (5).
(c) Any individual whose request under paragraph (a) of this section
is denied may appeal that denial to the head of the agency which
maintains the system of records to which the request relates.
(d) In the event that an appeal under paragraph (c) of this section is
denied, the requester may bring a civil action in federal district court
to seek review of the denial.
[40 FR 35919, Aug. 28, 1975, as amended at 62 FR 33981, Jun. 24, 1997]
Sec. 1.117 Agency review of request for correction or amendment of
record.
(a) Any agency which receives a request for amendment or correction
under Sec. 1.116 shall acknowledge that request within 10 days of its
receipt (excluding Saturdays, Sundays and legal public holidays). The
agency shall also promptly, either:
(1) Make any correction, deletion or addition with regard to any
portion of a record which the requester believes is not accurate,
relevant, timely or complete; or
(2) Inform the requester of its refusal to amend the record in
accordance with the request; the reason for the refusal; the procedures
whereby the requester can appeal the refusal to the head of the agency;
and the title and business address of that official. If the agency
informs the requester of its determination within the 10-day deadline, a
separate acknowledgement is not required.
(b) If an agency is unable to comply with either paragraphs (a)(1) or
(2) of this section within 30 days of its receipt of a request for
correction or amendment, (excluding Saturdays, Sundays and legal public
holidays), it should inform the requester of that fact, the reasons for
the inability to comply with paragraphs (a)(1) or (a)(2) of this section
within 30 days, and the approximate date on which a determination will
be reached.
(c) In conducting its review of a request for correction or amendment,
each agency shall be guided by the requirements of 5 U.S.C. 552a(e) (1)
and (5).
(d) If an agency determines to grant all or any portion of a request
for correction or amendment, it shall:
(1) Advise the individual of that determination;
(2) Make the requested correction or amendment; and
(3) Inform any person or agency outside USDA to whom the record has
been disclosed, if an accounting of that disclosure is maintained in
accordance with 5 U.S.C. 552a(c), of the occurrence and substance of the
correction or amendments.
(e) If an agency determines not to grant all or any portion of a
request for correction or amendment, it shall:
(1) Comply with paragraph (d) of this section with regard to any
correction or amendment which is made;
(2) Advise the requester of its determination and the reasons for the
determination not to grant all or a portion of the request for
correction or amendment;
(3) Inform the requester that he or she may appeal this determination
to the head of the agency which maintains the system of records; and
(4) Describe the procedures for making such an appeal, including the
title and business address of the official to whom the appeal is to be
addressed.
(f) In the event that an agency receives a notice of correction or
amendment to information in a record contained in a system of records
which it maintains, it shall comply with paragraphs (d) (2) and (3) of
this section in the same manner as if it had made the correction or
amendment itself.
[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, Jun. 24, 1997]
Sec. 1.118 Appeal of initial adverse agency determination on
correction or amendment.
(a) Any individual whose request for correction or amendment under
Sec. 1.116 is denied, and who wishes to appeal that denial, shall
address such appeal to the head of the agency which maintains the system
of records to which the request relates, in accordance with the
procedures set forth in the agency's initial denial of the request.
(b) The head of each agency shall make a final determination with
regard to an appeal submitted under paragraph (a) of this section not
later than 30 days (excluding Saturdays, Sundays, and legal public
holidays) from the date on which the individual requests a review,
unless, for good cause shown, the head of the agency extends this 30-day
period and so notifies the requester, together with an estimate of the
date on which a final determination will be made. Such extension should
be utilized only in exceptional circumstances and should not normally
exceed 30 days. The delegation of authority set forth in this paragraph
may not be redelegated.
(c) In conducting a review of an appeal submitted under paragraph (a)
of this section, the head of an agency shall be guided by the
requirements of 5 U.S.C. 552a(e)(1) and (5).
(d) If the head of an agency determines to grant all or any portion of
an appeal submitted under paragraph (a) of this section, the head of the
agency shall inform the requester and the agency shall comply with the
procedures set forth in Sec. 1.117(d)(2) and (d)(3).
(e) If the head of an agency determines in accordance with paragraph
(c) of this section not to grant all or any portion of an appeal
submitted under paragraph (a) of this section, the head of the agency
shall inform the requester:
(1) Of this determination and the reasons for the determination;
(2) Of the requester's right to file a concise statement of the
requester's reasons for disagreeing with the agency's decision;
(3) Of the procedures for filing such a statement of disagreement;
(4) That such statements of disagreements will be made available to
anyone to whom the record is subsequently disclosed, together with (if
the agency deems it appropriate) a brief statement by the agency
summarizing its reasons for refusing to amend the record;
(5) That prior recipients of the disputed record will be provided with
a copy of the statement of disagreement, together with (if the agency
deems it appropriate) a brief statement of the agency's reasons for
refusing to amend the record, to the extent that an accounting of
disclosures is maintained under 5 U.S.C. 552a(c); and
(6) Of the requester's right to seek judicial review of the agency's
determination in accordance with 5 U.S.C. 552a(g). The agency shall
insure that any statements of disagreement submitted by a requester are
handled in accordance with paragraphs (e)(4) and (5) of this section.
[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33981, Jun. 24, 1997]
Sec. 1.119 Disclosure of record to person other than the individual
to whom it pertains.
No agency shall disclose any record which is contained in a system of
records it maintains, by any means of communication to any person, or to
another agency outside USDA, except pursuant to a written request by, or
with the prior written consent of, the individual to whom the record
pertains, unless the disclosure is authorized by one or more provisions
of 5 U.S.C. 552a(b).
Sec. 1.120 Fees.
Any agency which provides copies of records pursuant to a request
under this subpart may charge fees for the direct costs of producing
such copies in accordance with appendix A to subpart A of this part. No
agency, however, shall charge any fee for searches necessary to locate
records. Nor shall an agency charge any fees for copies or searches,
when the requester sought to make a personal inspection but was provided
copies instead at the discretion of the agency.
Sec. 1.121 Penalties.
The criminal penalties which have been established for violations of
the Privacy Act of 1974 are set forth in 5 U.S.C. 552a(i). These
penalties are applicable to any officer or employee of an agency who
commits any of the acts enumerated in 5 U.S.C. 552a(i). These penalties
also apply to contractors and employees of such contractors who enter
into contracts with an agency of USDA , and who are considered to be
employees of the agency within the meaning of 5 U.S.C. 552a(m)(1).
[40 FR 39519, Aug. 28, 1975, as amended at 62 FR 33982, Jun. 24, 1997]
Sec. 1.122 General exemptions.
Pursuant to 5 U.S.C. 552a(j), and for the reasons set forth in 54 FR
11204-11206 (March 17, 1989), the systems of records (or portions of
systems of records) maintained by agencies of USDA identified in this
section are exempted from the provisions of 5 U.S.C. 552a, except
subsections (b), (c)(1) and (2), (e)(4)(A) through (F), (e)(6), (7),
(9), (10), and (11), and (i).
Office of Inspector General
Informant and Undercover Agent Records, USDA/OIG-2.
Investigative Files and Automated Investigative Indices System, USDA/
OIG-3.
OIG Hotline Complaint Records, USDA/OIG-4.
Consolidated Assignments, Personnel Tracking, and Administrative
Information Network (CAPTAIN), USDA/OIG-5.
[54 FR 39517, Sept. 27, 1989; as amended at 62 FR 33982, Jun. 24, 1997;
62 FR 61209, Nov. 17, 1997]
Sec. 1.123 Specific exemptions.
Pursuant to 5 U.S.C. 552a(k), the systems of records (or portions
thereof) maintained by agencies of USDA identified below are exempted
from the provisions of 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4)(G), (H)
and (I), and (f). The reasons for exempting each system are set out in
the notice for that system published in the Federal Register.
Agricultural Marketing Service
AMS Office of Compliance Review Cases, USDA/AMS-11.
Agricultural Stabilization and Conservation Service
EEO Complaints and Discrimination Investigation Reports, USDA/ASCS-12.
Investigation and Audit Reports, USDA/ASCS-18.
Producer Appeals, USDA/ASCS-21.
Animal and Plant Health Inspection Service
Plant Protection and Quarantine Program--Regulatory Actions, USDA/
APHIS-1.
Veterinary Services Programs--Records of Accredited Veterinarians,
USDA/APHIS-2.
Veterinary Services Programs--Animal Quarantine Regulatory Actions,
USDA/APHIS-3.
Veterinary Services Programs--Animal Welfare and Horse Protection
Regulatory Actions, USDA/APHIS-4.
Farmers Home Administration
Credit Report File, USDA/FmHA-3.
Federal Grain Inspection Service
Investigations Undertaken by the Government Pursuant to the United
States Grain Standards Act of 1976, as amended, or the Agricultural
Marketing Act of 1946, as amended, USDA/FGIS-2.
Federal Crop Insurance Corporation
FCIC Compliance Review Cases, USDA/FCIC-2.
Food and Nutrition Service
Civil Rights Complaints and Investigations, USDA/FNS-1.
Claims Against Food Stamp Recipients, USDA/FNS-3.
Investigations of Fraud, Theft, or Other Unlawful Activities of
Individuals Involving Food Stamps, USDA/FNS-5.
Food Safety and Inspection Service
Meat and Poultry Inspection Program--Slaughter, Processing and Allied
Industries Compliance Records System, USDA/FSIS-1.
Forest Service
Law Enforcement Investigation Records, USDA/FS-33.
Office of the General Counsel
Regulatory Division
Cases by the Department under the Federal Meat Inspection Act, the
Poultry Products Inspection Act, and the voluntary inspection and
certification provisions of the Agricultural Marketing Act of 1946,
USDA/OGC-6.
Cases by the Department under the Human Methods of Livestock Slaughter
Law (i.e., the Act of August 27, 1958), USDA/OGC-7.
Cases by the Department under the 28 Hour Law, as amended, USDA/OGC-8.
Cases by the Department under the various Animal Quarantine and
related laws, USDA/OGC-9.
Cases by the Department under the various Plant Protection Quarantine
and related laws, USDA/OGC-10.
Cases by the Department under Horse Protection Act of 1970, USDA/OGC-
41.
Cases by the Department under the Laboratory Animal Welfare Act, USDA/
OGC-42.
Community Development Division
Community Development Division Litigation, USDA/OGC-11.
Farmers Home Administration (FmHA) General Case Files, USDA/OGC-12.
Food and Nutrition Division
Claims by and against USDA under the Food Assistance Legislation,
USDA/OGC-13.
Perishable Agricultural Commodities, USDA/OGC-14.
Foreign Agriculture and Commodity Stabilization Division
Agricultural Stabilization and Conservation Service (ASCS), Foreign
Agricultural Service (FAS), and Commodity Credit Corporation Cases,
USDA/OGC-15.
Federal Crop Insurance Corporation (FCIC) Cases, USDA/OGC-16.
Administrative proceedings brought by the Department, court cases in
which the government is plaintiff and court cases in which the
government is a defendant brought pursuant to the United States
Warehouse Act, USDA/OGC-43.
Marketing Division
Administrative proceedings brought by the Department pursuant to the
Plant Variety Protection Act, the Federal Seed Act, or the Agricultural
Marketing Act of 1946, USDA/OGC-18.
Cases brought by the Government pursuant to the Cotton Future
provisions of the Internal Revenue Code of 1954, USDA/OGC-22.
Court cases brought by the Government pursuant to either the
Agricultural Marketing Act of 1946 or the Tobacco Inspection Act, USDA/
OGC-24.
Court cases brought by the Government pursuant to either the
Agricultural Marketing Agreement Act of 1937, as amended, or the Anti-
Hog-Cholera Serum and Hog Cholera Virus Act, USDA/OGC-25.
Court cases brought by the Government pursuant to either the Cotton
Research and Promotion Act, Potato Research and Promotion Act, the Egg
Research and Consumer Information Act, USDA/OGC-26.
Court cases brought by the Government pursuant to either the Export
Apple and Pear Act or the Export Grape and Plum Act, USDA/OGC-27.
Court cases brought by the Government pursuant to either the Cotton
Statistics and Estimates Act of 1927 or the United States Cotton
Standards Act, USDA/OGC-28.
Court cases brought by the Government pursuant to either the Naval
Stores Act, or the Tobacco Seed and Plant Exportation Act, USDA/OGC-29.
Court cases brought by the Government pursuant to either the Peanut
Statistics Act or the Tobacco Statistics Act, USDA/OGC-30.
Court cases brought by the Government pursuant to either the Plant
Variety Protection Act of the Egg Products Inspection Act, USDA/OGC-31.
Court cases brought by the Government pursuant to either the Produce
Agency Act, or the Process of Renovated Butter Provisions of the
Internal Revenue Code of 1954, USDA/OGC-32.
Court cases brought by the Government pursuant to either the United
States Grain Standards Act or the Federal Seed Act, USDA/OGC-33.
Court cases brought by the Government pursuant to the Agricultural
Fair Practices Act, USDA/OGC-34.
Cases by and against the Department under the Virus-Serum Toxin Act,
USDA/OGC-44.
Packers and Stockyards Division
Packers and Stockyards Act, Administrative Cases, USDA/OGC-69.
Packers and Stockyards Act, Civil and Criminal Cases, USDA/OGC-70.
Research and Operations Division
Personnel Irregularities, USDA/OGC-75.
Office of Inspector General
Intelligence Records, USDA/OIG-2.
Investigative Files and Subject/Title Index, USDA/OIG-3.
Office of the Secretary
Non-Career Applicant File, USDA/SEC-1.
[40 FR 45103, Sept. 30, 1975, as amended at 41 FR 22333, June 3, 1976;
53 FR 5659, Feb. 29, 1988; 54 FR 5073, Feb. 1, 1989; 55 FR 41179, Oct.
10, 1990]
Appendix A--Internal Directives
Section 1 General Requirements. Each agency that maintains a system of
records subject to 5 U.S.C. 552a and the regulations of this subpart
shall of:
(a) Maintain in its records only such information about an individual
as is relevant and necessary to accomplish a purpose of the agency
required to be accomplished by statute or by executive order of the
President;
(b) Collect information to the greatest extent practicable directly
from the subject individual when the information may result in adverse
determinations about an individual's rights, benefits, and privileges
under Federal programs;
(c) Inform each individual whom it asks to supply information, on the
form which it uses to collect the information, or on a separate form
that can be retained by the individual:
(1) The authority (whether granted by statute, or by executive order
of the President) which authorizes the solicitation of the information
and whether disclosure of such information is mandatory or voluntary;
(2) The principal purpose or purposes for which the information is
intended to be used;
(3) The routine uses which may be made of the information, as
published pursuant to paragraph (d)(4) of this section; and
(4) The effects on the individual, if any, of not providing all or any
part of the requested information;
(d) Subject to the provisions of section 2 of this Appendix, prepare
for publication in the Federal Register at least annually a notice of
the existence and character of each system it maintains, which notice
shall include:
(1) The name and location(s) of the system;
(2) The categories of individuals on whom records are maintained in
the system;
(3) The categories of records maintained in the system;
(4) Each routine use of the records contained in the system, including
the categories of uses and the purpose of such use;
(5) The policies and practices of the agency regarding storage,
retrievability, access controls, retention, and disposal of the records;
(6) The title and business address of the agency official who is
responsible for the system of records;
(7) The agency procedures whereby an individual can be notified at his
or her request if the system of records contains a record pertaining to
the individual;
(8) The agency procedures whereby an individual can be notified at his
or her request how the requester can gain access to any record
pertaining to him or her contained in the system of records, and how he
can contest its content; and
(9) The categories of sources of records in the system;
(e) Maintain all records which are used by the agency in making any
determination about any individual with such accuracy, relevance,
timeliness, and completeness as is reasonably necessary to assure
fairness to the individual in the determination;
(f) Prior to disseminating any record about an individual to any
person other than an agency, unless the dissemination is made pursuant
to 5 U.S.C. 552a(b)(2), make reasonable efforts to assure that such
records are accurate, complete, timely, and relevant for agency
purposes;
(g) Maintain no record describing how any individual exercises rights
guaranteed by the First Amendment unless expressly authorized by statute
or by the individual about whom the record is maintained, or unless
pertinent to and within the scope of an authorized law enforcement
activity;
(h) Make reasonable efforts to serve notice on an individual when any
record on such individual is made available to any person under
compulsory legal process when such process becomes a matter of public
record;
(i) Establish rules of conduct for persons involved in the design,
development, operation, or maintenance of any system of records, or in
maintaining any record, and instruct each such person with respect to
such rules and the requirements of this section, including any other
rules and procedures adopted pursuant to this section and the penalties
for noncompliance;
(j) Establish appropriate administrative, technical, and physical
safeguards to insure the security and confidentiality of records and to
protect against any anticipated threats or hazards to their security or
integrity which could result in substantial harm, embarrassment,
inconvenience, or unfairness to any individual on whom information is
maintained.
Sec. 2 Amendment of routine uses for an existing system of records, or
establishment of a new system of records.
(a) Any agency which intends to add a routine use, or amend an
existing one, in a system of records it maintains, shall, in accordance
with 5 U.S.C. 552a(e)(11), ensure that at lease 30 days advance notice
of such action is given by publication in the Federal Register and an
opportunity provided for interested persons to submit written data,
views or arguments to the agency.
(b) Any agency which intends to establish a new system of records, or
to alter any existing system of records, shall insure that adequate
advance notice is provided to Congress and the Office of Management and
Budget to permit an evaluation of the probable or potential effect of
such action on the privacy and other personal or property rights of
individuals or the disclosure of information relating to such
individuals, and its effect on the preservation of the constitutional
principles of federalism and separation of powers. Such notice is
required for any new system of records and for any alteration in an
existing one which will:
(1) Increase the number or types of individuals on whom records are
maintained;
(2) Expand the type or amount of information maintained;
(3) Increase the number or categories of agencies or other persons who
may have access to those records;
(4) Alter the manner in which the records are organized so as to
change the nature or scope of those records (e.g., the combining of two
or more existing systems);
(5) Modify the way the system operates at its location(s) in such a
manner as to alter the procedures which individuals can exercise their
rights under this subpart; or
(6) Change the equipment configuration on which the system is operated
so as to create the potential for greater access (e.g., adding a
telecommunications capability).
Sec. 3 Accounting of Certain Disclosures. Each agency, with respect to
each system of records under its control, shall:
(a) Except for disclosures made under 5 U.S.C. 552a(b) (1) and (2),
keep an accurate account of:
(1) The date, nature, and purpose of each disclosure of a record to
any person or agency outside the Department; and
(2) The name and address of the person or agency to whom the
disclosure is made;
(b) Retain the accounting made under paragraph (a) of this section for
the longer of a period of five years, after the date of the disclosure
for which the accounting is made, or the life of the record disclosed;
(c) Except for disclosures made under 5 U.S.C. 552a(b)(7), make the
accounting required under paragraph (a) of this section available to the
individual named in the record at his or her request.
Sec. 4 Government Contractors. When an agency within the Department
provides by a contract for the operation by or on behalf of the agency
of a system of records to accomplish an agency function, the agency
shall, consistent with its authority, cause the requirements of this
subpart to be applied to such system. For purposes of 5 U.S.C. 552a(i)
any such contractor or any employee of such contractor shall be
considered to be an employee of an agency and therefore subject to the
criminal penalties set forth in 5 U.S.C. 552a(i).
Sec. 5 Mailing Lists. No agency within the Department shall sell or
rent any individual's name and address unless such action is
specifically authorized by law. This section shall not be construed to
require, or to authorize, the withholding of names and addresses whose
disclosure is required by 5 U.S.C. 552.
Sec. 6 Social security account numbers. (a) No agency shall deny, or
permit any State or local government with whom it is involved in a
cooperative venture to deny, to any individual any right, benefit, or
privilege provided by law because of such individual's refusal to
disclose his or her social security account number.
(b)Paragraph (a) of this section shall not apply with respect to:
(1) Any disclosure required by Federal statute; or
(2) Any disclosure to any agency relating to a system of records it
maintained prior to January 1, 1975, if such disclosure was required
under statute or regulation adopted prior to that date, to verify the
identity of an individual.
(c) Any agency in the Department which requests an individual to
disclose his or her social security account number shall inform that
individual whether the disclosure is mandatory or voluntary, by what
statutory or other authority the number is solicited, and what uses will
be made of it. The agency shall also insure that this information is
provided by a State or local government with whom it is involved in a
cooperative agreement.
Sec. 7. Annual report. Each agency in the Department shall submit to
the Office of the General Counsel prior to March 30 of each year a
report containing the following information related to implementation of
5 U.S.C. 552a:
(a) A summary of major accomplishments;
(b) A summary of major plans for activities in the upcoming year;
(c) A list of the systems which were exempted during the year from any
of the operative provisions of this subpart pursuant to 5 U.S.C. 552a
(j) and (k), whether or not the exemption was effected during that year,
the number of instances with respect to each system exempted in which
the exemption was invoked to deny access, and the reasons for invoking
the exemption;
(d) A brief summary of changes to the total inventory of personal data
system subject to this subpart including reasons for major changes; and
(e) A general description of operational experiences including
estimates of the number of individuals (in relation to the total number
of records in the system):
(1) Requesting information on the existence of records pertaining to
them;
(2) Refusing to provide information;
(3) Requesting access to their records;
(4) Appealing initial refusals to amend records; and
(5) Seeking redress through the courts.
Sec. 8. Effect of 5 U.S.C. 552. No agency in the Department shall rely
on any exemption in 5 U.S.C. 552 to withhold from an individual any
record which is otherwise accessible to such individual under 5 U.S.C.
552a and this subpart.
[40 FR 44480, Sept. 26, 1975, as amended at 62 FR 33982, Jun. 24, 1997]