Privacy Act: [ USDA/FS-15] Manpower Programs, USDA/FS....

	Web GovRecords.org

   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 

Other Popular 1997 Privacy Act Documents Documents:

Other Documents:

1997 Privacy Act Documents Records and Documents