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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    proof of individual employment from 1933 to date.
Authority for maintenance of the system:  5 U.S.C. 8331, 8701, 8901; 16 
    U.S.C. 590h.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses:  (1) Verification of 
    employment and salary furnished to lending agencies and credit 
    bureaus; (2) Answers inquiries from prospective employers, both 
    private and Government referrals; (3) State employment bureaus, if 
    applicable, to Bureaus of Employee Compensation to support injury 
    claims; (4) State organizations of National Association State and 
    County Office Employees when employees request dues be withheld from 
    salary; (5) Local banks when saving bonds are purchased and local 
    taxing authority when local tax is withheld; (6) 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; 
    (7) 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; (8) A record from this 
    system may be disclosed to a Federal agency, in response to its 
    request, in connection with the hiring or retention of an employee, 
    the issuance of a security clearance, the reporting of an 
    investigation of an employee, the letting of a contract, or the 
    issuance of a license, grant, or other benefit by the requesting 
    agency, to the extent that the information is relevant and necessary 
    to the requesting agency's decision on the matter; (9) 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 folders.
Retrievability:  Indexed by individual name and social security number.
Safeguards:  Records in county offices are kept in locked fireproof file 
    in Government office building. Other records are stored in cabinets 
    in locked or secured Government offices.
Retention and disposal:  Maintained on site for duration of employment. 
    Transferred to Civilian Personnel Record Center, St. Louis, 
    Missouri, after separation.
System manager(s) and address:  Deputy Administrator, Management, USDA/
    ASCS, Washington, DC 20250.
Notification procedure:  Any individual may inquire as to whether this 
    system contains records pertaining to him by contracting 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 source categories:  Individual employee, agency initiated 
    documents, reference sources.

<DOC>
 

DEPARTMENT OF AGRICULTURE

 USDA/ASCS--9

System name:  Emergency Livestock Feed Program, USDA/ASCS.

System location:  County ASCS office where farm is located for 
    administrative purposes. 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:  Individual requesting 
    authorization to purchase livestock feed.
Categories of records in the system:  Complete description of emergency 
    on which eligibility and quantity determinations and actual 
    deliveries are based.
Authority for maintenance of the system:  7U.S.C. 1427 and 1427 note.
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:  File Folders.
Retrievability:  Indexed by name of individual applicant.
Safeguards:  Locked office.
Retention and disposal:  Disposed of 6 years after end of program year.
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:  Individual applicant.

<DOC>
 

DEPARTMENT OF AGRICULTURE

 USDA/ASCS--10

System name:  Employee Resources Master File, USDA/ASCS.

System location:  Management Field Office, USDA/ASCS, 8930 Ward Parkway, 
    Kansas City, Missouri 64114.
Categories of individuals covered by the system:  Federal employees 
    (career, career conditional, temporary, general schedule, and wage 
    board) who are presently employed in the Data Systems Field Office.
Categories of records in the system:  Contains names of all individuals 
    identified in the preceding paragraph and such information as social 
    security number, date of birth, service date (for retirement and 
    annual leave), pay plan, grade, step, occupational series, and 
    annual salary, daily salary rate, hourly salary rate, overtime 
    hourly rate, training course number, course sponsor, course title, 
    hour credit, and completion date.
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:  None.
Policies and practices for storing, retrieving, accessing, retaining, 
    and disposing of records in the system: 
Storage:  Magnetic tape.
Retrievability:  Records are indexed by employee name.
Safeguards:  Records are kept in a fireproof vault in a secured area of 
    Government office building.
Retention and disposal:  Maintained indefinitely on a currently updated 
    basis.
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 Chief, 
    Management Field Office, USDA/ASCS, 8930 Ward Parkway, Kansas City, 
    Missouri 64114. 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:  Summary of data maintained in the Official 
    Personnel Folder.

<DOC>
 

DEPARTMENT OF AGRICULTURE

 USDA/ASCS--11

System name:  EEO Committee and Counselors, USDA/ASCS.

System location:  Office of the Administrator, USDA/ASCS, 14th & 
    Independence Ave., SW, Washington, DC 20250.
Categories of individuals covered by the system:  Individuals who have 
    been selected or considered to serve on EEO Committee or to be an 
    EEO counselor.
Categories of records in the system:  Resume of individual's 
    qualifications.
Authority for maintenance of the system:  42 U.S.C. 2000d and 2000e; 
    Executive Order 11246, 11375 and 11478.
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:  Maintained in file folders at office listed above. Indexed by 
    individual name.
Safeguards:  Kept in locked government office building.
Retention and disposal:  Destroyed 2 years after individual ceases to 
    serve as a committeeman or counselor.
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 Assistant to the 
    Administrator for EEO, USDA/ASCS, Room 251-W, 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 to identify the file.
Record access procedures:  Same as notification procedure.
Contesting record procedures:  Same as notification procedure.
Record source categories:  Individual.

<DOC>
 

DEPARTMENT OF AGRICULTURE

 USDA/ASCS--12

System name:  EEO Complaints and Discrimination Investigation, 
      USDA/ASCS.

System location:  USDA/ASCS, Office of the Administrator, 14th & 
    Independence, Ave., SW, Washington, DC 20250, and in offices of each 
    EEO counselor at address posted on bulletin boards in Washington, DC 
    20250.
Categories of individuals covered by the system:  Individuals who have 
    been investigated for alleged discrimination as the result of a 
    complaint and subsequent audit.
Categories of records in the system:  Audit and investigation reports 
    and supporting material. Individual files containing notes on 
    meetings between counselor and employee.
Authority for maintenance of the system:  42 U.S.C. 2000d, 2000e, 
    Executive Order 11246, 11375, and 11748.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses:  Referred 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; 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.
Policies and practices for storing, retrieving, accessing, retaining, 
    and disposing of records in the system: 
Storage:  Maintained in file folders.
Retrievability:  Indexed by individual name.
Safeguards:  Filed in locked files in Government office building.
Retention and disposal:  Destroyed when case is closed.
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 Assistant to the 
    Admininstrator for EEO, Room 251-W, 14th and Independence Avenue, 
    SW, Washington, DC 20250, 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 information to help 
    identify the file.
Record access procedures:  Same as notification procedure.
Contesting record procedures:  Same as notification procedure.
Record source categories:  Individual, audit and investigation reports.
Systems exempted from certain provisions of the act:  This system has 
    been exempted pursuant to 5 U.S.C. 552a(k) from the requirements of 
    5 U.S.C. 552a(c)(3)(d), (e) (1), (e)(4)(G), (H), and (I), and (f) 
    because it consists of investigatory material compiled for law 
    enforcement purposes. See 7 CFR 1.123. Individual access to these 
    files could impair investigations and alert subjects of 
    investigations that their activities are being scrutinzed, and thus 
    allow them time to take measures to prevent detection of illegal 
    action or escape procesution. Disclosure of investigative techniques 
    and procedures, and of the existence and identify confidential 
    sources of information would hamper law enforcement activity.

<DOC>
 

DEPARTMENT OF AGRICULTURE

 USDA/ASCS--13

System name:  Farm Record File (Automated), USDA/ASCS.

System location:  Management Field Office, USDA/ASCS, 8930 Ward Parkway, 
    Kansas City, Missouri 64114.
Categories of individuals covered by the system:  Farm owners, 
    operators, and other producers.
Categories of records in the system:  Contains producer identification 
    number, commodity ID, farm number, State code, county code, disaster 
    identification, CCC draft number, CCC draft amount, refund amount, 
    net amount, allotment acres, yield per acre, silage tonnage, and 
    program year.
Authority for maintenance of the system:  7 U.S.C. 135b, 450k, 1281-
    1393, 1421-1449, 1781-1787, 15 U.S.C. 714b and c; 16 U.S.C. 590a-
    590q, 1301-1311; 26 U.S.C. 6109.
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:  Magnetic tape.
Retrievability:  Records are indexed by State, county, and farmer 
    identification number.
Safeguards:  Tapes are kept in a fireproof vault in a secured part of 

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