[Privacy Act Issuances (2005)]
[From the U.S. Government Publishing Office, www.gpo.gov]
FARM CREDIT ADMINISTRATION
Table of Contents
FCA-1 Employee Attendance, Leave, and Payroll Records--FCA
FCA-2 Financial Management Records--FCA
FCA-3 Property Accountability Records--FCA
FCA-4 Biographical Files--FCA
FCA-5 Assignments and Communication Tracking System--FCA
FCA-6 Freedom of Information and Privacy Act Requests--FCA
FCA-7 *Inspector General Investigative Files--FCA
FCA-8 FCA Internet Access System--FCA
FCA-9 *Personnel Security Files--FCA
FCA-10 *Farm Credit System Institution Criminal Referrals--FCA
FCA-11 Litigation and Administrative Litigation Files--FCA
FCA-12 Health and Life Insurance Records--FCA
FCA-13 Correspondence Files--FCA
FCA-14 Employee Travel Records--FCA
FCA-15 Employee Training--FCA
FCA-16 Examiner Training and Education Records--FCA
FCA-17 Organization Locator and Personnel Roster System--FCA
FCA-18 Inspector General Investigative Files--FCA
*Exempt
General Statement of Routine Uses
In addition to the disclosures generally permitted under 5 U.S.C.
552a(b), we may disclose these records or information in them under 5
U.S.C. 552a(b)(3) as provided below. The following routine uses apply
to and are incorporated by reference into each system of records set
forth below unless otherwise indicated.
(1) We may disclose a record or information in the record system
when it indicates a violation or potential violation of law, whether
civil, criminal, or regulatory, and whether arising by general
statute or particular program statute, or by regulation, rule, or
order issued pursuant thereto, to the appropriate Federal, State,
local, or foreign agency or authority charged with the responsibility
for investigating or prosecuting such violation or charged with
enforcing compliance with the law.
(2) We may disclose a record or information in the record system
to a responsible licensing authority if the records are relevant and
necessary in the particular licensing decision.
(3) We may disclose a record or information in the record system
to an agency, office, or establishment of the executive, legislative,
or judicial branch of the Federal or State Government, in response to
its request, in connection with hiring or retaining an employee,
issuing a security clearance, reporting on an investigation of an
employee, letting a contract, or issuing a license, grant, or other
benefit to the subject of the record.
(4) We may disclose a record or information in the record system
to a Federal congressional office in response to an inquiry from that
office made at the request of the person who is the subject of the
record.
(5) We may disclose a record or information in the record system
in a proceeding before a court or adjudicative body where FCA is
authorized to appear or to the Department of Justice for use in
litigation, when
(i) FCA, or
(ii) Any FCA employee in his or her official capacity, or
(iii) Any FCA employee in his or her individual capacity where
the Department of Justice or the Agency has agreed to represent the
employee, or
(iv) The United States, where FCA determines that litigation is
likely to affect the Agency,
is a party or has an interest in the litigation or proceeding and
FCA deems the use of such records to be relevant and necessary.
(6) We may disclose a record or information in the record system
to a court, magistrate, or administrative tribunal in presenting
evidence, including disclosures to counsel or witnesses during civil
discovery, litigation, administrative proceedings, settlement
negotiations, or in connection with criminal proceedings, when FCA is
a party to the litigation or proceeding.
(7) We may disclose a record or information in the record system
to a court or other adjudicative body before which FCA is authorized
to appear when,
(i) FCA, or
(ii) Any FCA employee in his or her official capacity, or
(iii) Any FCA employee in his or her individual capacity,
is a party or has an interest in the litigation or proceeding and
FCA deems the use of such records to be relevant and necessary.
(8) We may disclose a record or information in the record system
to the National Archives and Records Administration (NARA) for
records management inspections conducted under 44 U.S.C. 2904 and
2906.
FCA-1
System name:
Employee Attendance, Leave, and Payroll Records--FCA.
Security classification:
None.
System location:
Farm Credit Administration, 1501 Farm Credit Drive, McLean, VA
22102-5090 and field offices listed in Appendix A.
Categories of individuals covered by the system:
Current and former FCA employees.
Categories of records in the system:
This system contains paper, electronic, and microfiche files
containing payroll-related information for FCA employees reported on
a biweekly, year-to-date, and, in some cases, annual basis. It
includes the ``Agency Time Tracking System,'' payroll and leave data
for each employee including rate and amount of pay, hours worked, tax
and retirement deductions, leave bank records, life insurance and
health insurance deductions, savings allotments, savings bond and
charity deductions, other financial deductions, mailing addresses,
and home addresses. The National Finance Center's U.S. Department of
Agriculture Personnel Payroll System provides agency payroll
services.
Authority for maintenance of the system:
12 U.S.C. 2243, 2252.
Purpose(s):
We may use information in this record system to prepare payroll,
to meet Government payroll recordkeeping and reporting requirements,
and to retrieve and supply payroll and leave information as required
for Agency needs.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
We may disclose information in this system of records to other
Government agencies, commercial or credit organizations, or to
prospective employers to verify employment.
We may disclose information in this system of records to Federal,
State, and local taxing authorities concerning compensation to
employees or to contractors; to the Office of Personnel Management,
Department of the Treasury, Department of Labor, and other Federal
agencies concerning pay, benefits, and retirement of employees; to
Federal employees' health benefits carriers concerning health
insurance of employees; to financial organizations concerning
employee savings account allotments and net pay to checking accounts;
to State human resource offices administering unemployment
compensation programs; to educational and training organizations
concerning employee qualifications and identity for specific courses;
and to heirs, executors, and legal representatives of beneficiaries.
We may disclose information in this system of records to the
Office of Child Support Enforcement, Administration for Children and
Families, Department of Health and Human Services, Federal Parent
Locator System (FPLS), and Federal Tax Offset System for use in
locating individuals and identifying their income sources, to
establish paternity, establish and modify orders of support, and for
enforcement actions.
We may disclose information in this system of records to the
Office of Child Support Enforcement for release to the Social
Security Administration for verifying Social Security numbers in
connection with the operation of the FPLS by the Office of Child
Support Enforcement.
We may disclose information in this system of records to the
Office of Child Support Enforcement for release to the Department of
Treasury to administer the Earned Income Tax Credit Program (section
32, Internal Revenue Code of 1986) and to verify a claim with respect
to employment in a tax return.
Additional routine uses are listed in the ``General Statement of
Routine Uses.''
Disclosure to consumer reporting agencies:
We may disclose information from this system, under 5 U.S.C.
552a(b)(12), to consumer reporting agencies as defined in the Fair
Credit Reporting Act, 15 U.S.C. 1681a(f), or the Federal Claims
Collection Act of 1966, as amended, 31 U.S.C. 3701(a)(3), in
accordance with 31 U.S.C. 3711(f).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
We maintain records in file folders or on a computerized
database.
Retrievability:
We retrieve paper records by name and electronic records by
social security number.
Safeguards:
We maintain file folders in a cabinet in an area that is secured
after business hours. Only authorized personnel have access to the
computerized database.
Retention and disposal:
In accordance with NARA General Records Schedule requirements for
payroll-related records.
System manager(s) and address:
Director, Human and Administrative Resources Division, Farm
Credit Administration, 1501 Farm Credit Drive, McLean, VA 22102-5090.
Notification procedure:
Direct all inquiries about this system of records to: Privacy Act
Officer, Farm Credit Administration, 1501 Farm Credit Drive, McLean,
VA 22102-5090.
Record access procedures:
To obtain a record, contact: Privacy Act Officer, Farm Credit
Administration, 1501 Farm Credit Drive, McLean, VA 22102-5090, as
provided in 12 CFR part 603.
Contesting record procedures:
Direct requests for amendments to a record to: Privacy Act
Officer, Farm Credit Administration, 1501 Farm Credit Drive, McLean,
VA 22102-5090, as provided in 12 CFR part 603.
Record source categories:
FCA employee on whom the record is maintained. FCA employees who
approve the records.
Exemptions claimed for the system:
None.
FCA-2
SYSTEM NAME:
Financial Management Records--FCA.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Farm Credit Administration, 1501 Farm Credit Drive, McLean, VA
22102-5090 and field offices listed in Appendix A.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former FCA employees and persons that provide or may
provide supplies or services to FCA by contract or purchase order.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains paper files and a computerized database
supporting the FCA financial management system, including: Employee
travel advance records; travel vouchers; vendor vouchers and purchase
orders; requisitions; FCA administrative expenses; collections;
purchase, travel, and fleet credit cards; and other pertinent written
information related to financial records and purchase transactions.
Also included are bids, offers, and lease agreements.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
12 U.S.C. 2243, 2252; 40 U.S.C. 471 et seq.
PURPOSE(S):
We use information in this system of records to provide records of
reimbursement to and collections from employees for expenses incurred
while in official travel status, to provide payments to vendors and
other Government agencies, to maintain control over the collection
and disbursement of Agency funds and to limit the opportunity for
fraud, to prepare reports for management and other Government
agencies, to obtain necessary information for the issuance and
payment of credit cards, and to assist in any audits of purchases of
supplies and services.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF
USERS AND THE PURPOSES OF SUCH USES:
See the ``General Statement of Routine Uses.''
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
We maintain records in file folders or on a computerized database.
RETRIEVABILITY:
We arrange file folders by: (1) SF 1166a (Voucher and Schedule of
Payments) voucher number within each year, (2) employee name, (3)
purchase order number or contract number, or (4) name of the vendor.
We retrieve information on the computerized database by employee
name, vendor number, or Social Security Number, as applicable.
SAFEGUARDS:
We maintain file folders in a cabinet in an area that is secured
after business hours. Only authorized personnel have access to the
computerized database.
RETENTION AND DISPOSAL:
In accordance with National Archives and Records Administration
General Records Schedule requirements for financial records and
procurement records.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Management Services, Farm Credit
Administration, 1501 Farm Credit Drive, McLean, VA 22102-5090.
NOTIFICATION PROCEDURE:
Address inquiries about this system of records to: Privacy Act
Officer, Farm Credit Administration, 1501 Farm Credit Drive, McLean,
VA 22102-5090.
RECORD ACCESS PROCEDURES:
To obtain a record, contact: Privacy Act Officer, Farm Credit
Administration, 1501 Farm Credit Drive, McLean, VA 22102-5090, as
provided in 12 CFR part 603.
CONTESTING RECORD PROCEDURES:
Direct requests for amendments to a record to: Privacy Act Officer,
Farm Credit Administration, 1501 Farm Credit Drive, McLean, VA 22102-
5090, as provided in 12 CFR part 603.
RECORD SOURCE CATEGORIES:
Information in this system of records comes from: (1) The
individual to whom the record applies; (2) persons, corporations, or
governmental entities that make bids or offers to FCA or enter into
leases or other agreements with FCA; (3) credit reporting agencies,
and (4) FCA employees who prepare or audit contractual actions.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
FCA-3
System name:
Property Accountability Records--FCA.
Security classification:
None.
System location:
Farm Credit Administration, 1501 Farm Credit Drive, McLean, VA
22102-5090 and field offices listed in Appendix A.
Categories of individuals covered by the system:
Current and former FCA employees.
Categories of records in the system:
This system contains records identifying accountable property
issued to FCA employees for official use. It includes the
manufacturer's model and serial number of the accountable property,
record number, unique bar code number, acquisition document
identifier (purchase order or contract number), vendor's name,
acquisition cost, in-service date, classification (by type of
accountable property) number, employee to whom assigned, and
employee's location.
Authority for maintenance of the system:
12 U.S.C. 2243, 2252; 40 U.S.C. 471 et seq.
Purpose(s):
We use information in this system of records to maintain control
over accountable property.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See the ``General Statement of Routine Uses.''
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
We maintain records on a computerized database.
Retrievability:
We retrieve records by name.
Safeguards:
Only authorized personnel have access to the computerized
database.
Retention and disposal:
We maintain the data in accordance with NARA General Records
Schedule requirements for storing accounting files.
System manager(s) and address:
Director, Office of Resources Management, Farm Credit
Administration, 1501 Farm Credit Drive, McLean, VA 22102-5090.
Notification procedure:
Direct all inquiries about this system of records to: Privacy Act
Officer, Farm Credit Administration, 1501 Farm Credit Drive, McLean,
VA 22102-5090.
Record access procedures:
To obtain a record, contact: Privacy Act Officer, Farm Credit
Administration, 1501 Farm Credit Drive, McLean, VA 22102-5090, as
provided in 12 CFR part 603.
Contesting record procedures:
Direct requests for amendments to a record to: Privacy Act
Officer, Farm Credit Administration, 1501 Farm Credit Drive, McLean,
VA 22102-5090, as provided in 12 CFR part 603.
Record source categories:
FCA employee to whom property is issued.
Exemptions claimed for the system:
None.
FCA-4
System name:
Biographical Files--FCA.
Security classification:
None.
System location:
Farm Credit Administration, 1501 Farm Credit Drive, McLean, VA
22102-5090.
Categories of individuals covered by the system:
Current and former FCA employees (primarily managers) and FCA
Board members.
Categories of records in the system:
This system contains biographical sketches and photographs.
Authority for maintenance of the system:
12 U.S.C. 2243, 2252.
Purpose(s):
We use information in this system of records to inform the public
about the background of FCA officials.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
We may disclose information in this system of records to Farm
Credit System institutions and, on request, to the public in
connection with public appearances and conferences.
Additional routine uses are listed in the ``General Statement of
Routine Uses.''
Disclosure to consumer reporting agencies:
None.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
We maintain records in file folders.
Retrievability:
We retrieve records by name.
Safeguards:
We maintain file folders in a cabinet in an area that is secured
after business hours.
Retention and disposal:
Transferred to the National Archives for permanent retention as
part of the Agency's published materials.
System manager(s) and address:
Director, Office of Congressional and Public Affairs, Farm Credit
Administration, 1501 Farm Credit Drive, McLean, VA 22102-5090.
Notification procedure:
Direct all inquiries about this system of records to: Privacy Act
Officer, Farm Credit Administration, 1501 Farm Credit Drive, McLean,
VA 22102-5090.
Record access procedures:
To obtain a record, contact: Privacy Act Officer, Farm Credit
Administration, 1501 Farm Credit Drive, McLean, VA 22102-5090, as
provided in 12 CFR part 603.
Contesting record procedures:
Direct requests for amendments to a record to: Privacy Act
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