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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    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.

<DOC>
 

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.

<DOC>
 

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 

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