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....
Street, Houston, Texas 77002.
Categories of individuals covered by the system: Individuals who
merchandize CCC owned commodities.
Categories of records in the system: Name, address, phone number,
volume of CCC business, record of adverse situations, letter of
credit.
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: ``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 maintained in file folders. Working list maintained
in binders.
Retrievability: By individual name.
Safeguards: Stored in Government office buildings, which are locked
after working hours.
Retention and disposal: List updated continuously. Folders maintained 6
years and disposed under normal operations of Federal Records
Center.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: Any individual may request information
regarding a system of records, or information as to whether the
system contains records pertaining to him from the Director, Kansas
City Commodity Office, 2400 West 75th Street, PO Box 8377, Shawnee
Mission, Kansas 66208, telephone (816) 926-6401, who if necessary
will refer it to the appropriate office. A request for information
pertaining to an individual should contain: Name, address, name of
system of records, year of records in question, and any other
pertinent information to help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: From companies, individuals in system,
regulatory authorities, and merchandizing records of Kansas City
ASCS Commodity Office and branch offices.
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DEPARTMENT OF AGRICULTURE
USDA/ASCS--5
System name: Consultants File, USDA/ASCS.
System location: Management Services Division, USDA/ASCS, Room 6950-S,
14th and Independence Avenue SW, Washington, DC 20250.
Categories of individuals covered by the system: Individuals who
perform consultant services for ASCS.
Categories of records in the system: Summary of negotiations, executed
contract, work schedule, work performed, and purchase order.
Authority for maintenance of the system: 5 U.S.C. 301; 7 CFR 2.65.
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) 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: Maintained in files at office listed above.
Retrievability: Indexed by name and contract number.
Safeguards: Filed in standard file cabinets and stored in Government
office building with security guard.
Retention and disposal: 6 years after fiscal year contract is
negotiated.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, 14th & Independence Avenue SW, Washington, DC 20250.
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contacting the
Director, Management Services Division, USDA/ASCS, Room 6950-South
Building, 14th and Independence Avenue SW, Washington, DC 20250. A
request for information pertaining to an individual should contain:
Name, address, name of system of records, year of records in
question, and any other pertinent information that will help
identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Individual and ASCS employees.
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DEPARTMENT OF AGRICULTURE
USDA/ASCS--6
System name: Cotton Loan Clerks, USDA/ASCS.
System location: County ASCS office in county where approved clerks
will execute loan documents. The address of each county ASCS office
can be found in the local telephone directory under the heading
``United States Government, Department of Agriculture, Agricultural
Stabilization and Conservation Service''.
Categories of individuals covered by the system: Individuals who
request permission to process loan documents.
Categories of records in the system: Agreement between the clerk and
CCC, executed, signed and dated by applicant and the CCC contracting
officer.
Authority for maintenance of the system: 7 U.S.C. 1421, 15 U.S.C. 714-
714p.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: List furnished to lending
agencies that participate in CCC Cotton Loan 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: Maintained in file folders.
Retrievability: Indexed by name of individual.
Safeguards: Kept in locked Government office building.
Retention and disposal: 6 years after agreement is cancelled or
suspended.
System manager(s) and address: Deputy Administrator, Management, ASCS,
USDA, Washington, DC 20250.
Notification procedure: An individual may inquire as to whether this
system contains records pertaining to him by contacting the head of
the office where the records are located. If the specific location
of the records is not known, the individual should address his
request to Director, Management Services Division, USDA/ASCS, Room
6959-S, Washington, DC 20250, telephone 202-447-2717, who if
necessary will refer it to the appropriate office. A request for
information pertaining to an individual should contain: Name,
address, name of system of records, year of records in question, and
any other pertinent information to help identify the file.
Record access procedures: Same as notification procedure.
Contesting record procedures: Same as notification procedure.
Record source categories: Individuals making application.
<DOC>
DEPARTMENT OF AGRICULTURE
USDA/ASCS-7
System name: County Office Employees Administrative Expense
File, USDA/ASCS.
System location:
Kansas City Management Office, USDA/ASCS, 8930 Ward Parkway, Kansas
City, MO 64114.
Categories of individuals covered by the system:
ASCS county and community committee members, and employees who are
employed in county ASCS offices on a full or part-time basis.
Categories of records in the system:
The system contains the names of all county ASCS committee members and
employees and information such as: Identifying number (social security
number); race code; sex code; county code; biweekly amount of payroll
check, including deduction amounts for FICA, Federal, State and local
withholding, FEHBA, FEGLI (Optional), NASCOE dues, and bonds. Also
records of the date of birth; CO grade and step; service computation;
date of last WGI; health code; cumulative and current retirement
deduction; and date severance pay ceases.
Authority for maintenance of the system:
16 U.S.C. 590.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
(1) Referral to Internal Revenue Service for total annual income as
required by the Internal Revenue Code. (2) Referral to State Revenue
Board and local tax authorities for tax withholding or as required by
Internal Revenue Code. (3) Referral to Office of Personnel Management
for fringe benefits withholdings, 5 U.S.C. 8331, 8701, 8901. (4)
Referral to Social Security Administration for FICA withholdings. (5)
Referral to the general public in annual directories of county
committee members. (6) Referral annually of summary data produced on
microfilm to the Federal Civilian Personnel Records Center, St. Louis,
Missouri, as a permanent record of employee's service with ASCS. (7)
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
status, 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. (8) 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. (9)
Disclosure in a proceeding before a court of 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. (10) 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. (11) 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. (12)
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.
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:
Stored on magnetic tape by the Kansas City Computer Center, 8930 Ward
Parkway, Kansas City, Missouri 64114.
Retrievability:
Records are indexed by social security number.
Safeguards:
Records are kept in a fireproof vault in a secured area of the
building.
Retention and disposal:
Maintained indefinitely on a currently updated basis.
System manager(s) and address:
Deputy Administrator, Management, ASCS, USDA, PO Box 2415, Washington,
DC 20013.
Notification procedure:
An individual may inquire as to whether this 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, social security number,
and the ASCS county office where the employee/committee member is
employed. 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 procedures. 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 appropriate official referred to in
the preceding paragraph. (The regulation 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 procedure.
Record source categories:
Information in these records is based primarily on information
obtained directly from the employee, and comes from scannable
documents prepared by the ASCS county office where the individual is
employed.
<DOC>
DEPARTMENT OF AGRICULTURE
USDA/ASCS--8
System name: County Personnel Records, USDA/ASCS.
System location: County ASCS office by which individual is employed,
except that some records concerning county office employees are on
file in State ASCS offices, the ASCS Management Institute, Stouffers
University Inn, 3025 Olentangy River Road, Columbus, Ohio 43202 and
the ASCS Personnel Division, Room 4752-South Building, 14th and
Independence Avenue, SW, Washington, DC 20250. The address of each
ASCS State and county office can be found in the local telephone
directory under the heading ``United States Government, Department
of Agriculture, Agricultural Stabilization and Conservation
Service''.
Categories of individuals covered by the system: ASCS county and
community committeemen, and employees who are employed in county
ASCS offices on a full or part-time basis.
Categories of records in the system: Official record of county ASCS
employee. Contains documents such as application, oath of office,
personnel actions, job description, performance data, life and
health insurance forms, annual pay status record, retirement record
card, and any other documents, letters, or records which serve as
Other Popular 1995 Privacy Act Documents Documents:
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