Home > 1995 Privacy Act Documents > Privacy Act: [ USDA/FS-48] YCC Long-term Benefit Evaluation, USDA/FS....

Privacy Act: [ USDA/FS-48] YCC Long-term Benefit Evaluation, USDA/FS....


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 USDA/ASCS--27

System name:  Peanut Allotment and Quota File, USDA/ASCS.

System location:  Management Field Office, USDA/ASCS 8930 Ward Parkway, 
    Kansas City, Mo. 64114.
Categories of individuals covered by the system:  All producers who 
    participate in the peanut allotment and quota program as set forth 
    by the Food and Agriculture Act of 1977. (Effective 1978 through 
    1981 peanut crop year.)
Categories of records in the system:  This file contains data such as 
    farm number, producer name, address, State and county in which 
    peanut farming is conducted, acreage allotments, quotas and 
    marketing data.
Authority for maintenance of the system:  7 U.S.C. 1358, 1359, 1373, 
    1377 and 1441.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses:  Furnished to Cooperative 
    Marketing Associations for price support and marketing data; and 
    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 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. Disclosure may be made to Federal State Inspection 
    Service, Cooperative Peanut Associations and Peanut Board.
Policies and practices for storing, retrieving, accessing, retaining, 
    and disposing of records in the system: 
Storage:  Magnetic tapes and disks at the Kansas City Computer Center, 
    8930 Ward Parkway, Kansas City, MO 64114.
Retrievability:  Records are indexed by State, county and farm number.
Safeguards:  Records maintained on magnetic tapes and disks are kept in 
    a limited access secured Federal Government facility.
Retention and disposal:  Maintained on a currently updated basis for the 
    1978-1981 crop years of peanuts.
System manager(s) and address:  Deputy Administrator, Management, USDA/
    ASCS, Washington, DC 20250.
Notification procedure:  Any peanut producer may request information on 
    this system of records or information as to whether or not the 
    system contains records pertaining to the named producer from: 
    Director, Management Field Office, USDA/ASCS, 8930 Ward Parkway 
    Kansas City, Mo. 64114, telephone 816-926-6502. However, all data 
    concerning the producer is available in the appropriate county ASCS 
    office, as well as similar peanut allotment and quota information 
    about other peanut producers in the county. Thus the county office 
    would be the most help in servicing a Privacy Act request for 
    personal data from the peanut producer. A request for information 
    pertaining to an individual, as a minimum, must contain name, 
    address and ASCS county office(s) where peanut farm records are 
    maintained.
Record access procedures:  Same as notification procedure.
Contesting record procedures:  Same as notification procedure.
Record source categories:  Information in this system comes primarily 
    from documents origination in county ASCS offices and from 
    information submitted by peanut producers and peanut associations to 
    the county ASCS office(s).

<DOC>
 

DEPARTMENT OF AGRICULTURE

 USDA/ASCS-28

System name: Claims Data Base (Automated), USDA/ASCS.

System location: 
  Kansas City Management Office, USDA/ASCS, 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 claims was initially established, such as transfers from 
  originating ASCS office to other ASCS 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 ASCS 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. (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 at 
  the request of the individual. (5) Referral of delinquent commercial 
  debt information, which is filed in the system, 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) Referral to a 
  collection or servicing contractor, or a local, State, or Federal 
  agency, when ASCS 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) Referral 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) 
  Referral of information regarding indebtedness to the Defense Manpower 
  Data Center, Department of Defense, 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 ASCS/CCC in order to collect debts under the 
  provisions of the Debt Collection Act of 1982 (Pub. L. No. 97-365) by 
  voluntary repayment, administrative or salary offset procedures, or by 
  collection agencies. (9) Referral of information regarding 
  indebtedness to 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 ASCS/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.
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. The data base is duplicated on 
  magnetic tape files.
Retention and disposal: 
  Claim records remain on the data base for four 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 one year. 
  Data on magnetic tape files is then written over for disposal.
System manager(s) and address: 
  Director, Kansas City Management Office, ASCS, 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, ASCS, 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: 
  Same as notification procedure. An individual who wishes to request 
  access to records in the system relating to that individual or who 
  wishes to request correction of records believed to be in error should 
  submit a written request to the System Manager. (The regulations 
  governing access to records and contesting contents of records are set 
  forth at 7 CFR 1.110-1.123).
Contesting record procedures: 
  Same as record access procedures.
Record source categories: 
  Records in this system come primarily from documents submitted by the 
  ASCS county office maintaining farm records on the individual 
  producer. Information in these records is obtained directly from the 
  individuals in the system.

                 Animal and Plant Health Inspection Service

<DOC>
 

DEPARTMENT OF AGRICULTURE

 USDA/APHIS--1

System name: Plant Protection and Quarantine--Regulatory 
      Actions, USDA/APHIS.

System location: 
  Plant Protection and Quarantine Program, USDA/APHIS, Room 643 Federal 
  Building, Hyattsville, MD 20782.
Categories of individuals covered by the system: 
  Violators and alleged violators of plant protection and quarantine 
  laws and regulations.
Categories of records in the system: 
  The system consists of case files on violators and alleged violators 
  and contains copies of violation report forms, compliance agreements, 
  employee or other witness statements, warning notices, Office of the 
  General Counsel (OGC) recommendations to the Department of Justice and 
  court disposition documents. Complaints, consent decisions, and 
  decisions and orders in relation to civil penalties assessed by the 
  U.S. Department of Agriculture.
Authority for maintenance of the system: 
  7 U.S.C. 150gg, 163.
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. (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 metal file cabinets.
Retrievability: 
  Records are manually retrieved by case numbers assigned to individual 
  violators and alleged violators.
Safeguards: 

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