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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Categories of individuals covered by the system:  Individuals who are 
    the subject of a formal investigation relative to alleged program or 
    administrative irregularities.
Categories of records in the system:  Contains complete files on 
    individual investigations, including program documents, 
    investigation reports, statements of witnesses, accident reports, 
    and agency reports.
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 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, 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:  Records are maintained in file folders at the applicable 
    address listed above. Records are indexed by name of individual 
    being investigated and investigation case number.
Safeguards:  Kept 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.
Systems exempted from certain provisions of the act:  This system has 
    been exempted pursuant to 5 U.S.C. 552a(k)(2) 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 scrutinized, and thus 
    allow them time to take measures to prevent detection of illegal 
    action or escape prosecution. Disclosure of investigative techniques 
    and procedures, and of the existence and identity of confidential 
    sources of information would hamper law inforcement activity.

<DOC>
 

DEPARTMENT OF AGRICULTURE

 USDA/ASCS--19

System name:  Maximum Payment Limitations, USDA/ASCS.

System location:  County ASCS Office which services particular farm. 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 & Conservation 
    Service.''
Categories of individuals covered by the system:  Individual subject to 
    Program Payment Limitation.
Categories of records in the system:  Financial statement and applicable 
    farm information as well as tax statements, will and trust documents 
    and corporation charters.
Authority for maintenance of the system:  7 U.S.C. 1307.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses:  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.
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 file in Government office building.
Retention and disposal:  Destroyed 5 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:  Information furnished by individual producer.

<DOC>
 

DEPARTMENT OF AGRICULTURE

 USDA/ASCS--20

System name:  Power of Attorney & Designated Agents, USDA/ASCS.

System location:  County ASCS Office which services particular farm. 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 & Conservation 
    Service.''
Categories of individuals covered by the system:  Individuals giving 
    powers of attorney and individuals securing the powers to act as 
    agent.
Categories of records in the system:  Documents authorizing an 
    individual to act as a representative of a producer or company.
Authority for maintenance of the system:  7 U.S.C. 135b, 450k, 1281-
    1393, 1421-1449, 1781-1787; 15 U.S.C. 714 b 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:  In file folders.
Retrievability:  Indexed by name of individual.
Safeguards:  Kept in locked file in Government office building.
Retention and disposal:  Destroyed 6 years after authority 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:  Producer or company which authorized the 
    agent to conduct business.

<DOC>
 

DEPARTMENT OF AGRICULTURE

 USDA/ASCS--21

System name:  Producer Appeals, USDA/ASCS.

System location:  ASCS, Program Appeals Staff, Room 4723, So., Building, 
    14th & Independence Avenue, SW, Washington, DC 20250.
Categories of individuals covered by the system:  Farm owners, operators 
    or producers who file program appeals on prior determinations made 
    by State ASCS Committees or the Deputy Administrator, Programs.
Categories of records in the system:  The system consists of complete 
    files on appeals including farm records, correspondence, 
    investigations and audit reports, statements of witnesses, record 
    and verbatim transcript of hearing.
Authority for maintenance of the system:  7 U.S.C. 135b, 450k, 1281-
    1393, 1421-1449, 1781-1787; 15 U.S.C. 714 b 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:  Referral to the appropriate 
    agency, whether Federal, State, 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 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 at the request of that individual.
Policies and practices for storing, retrieving, accessing, retaining, 
    and disposing of records in the system: 
Storage: Record are maintained in file folders.
Retrievability:  Indexed by name of individual.
Safeguards:  Kept in office attended by authorized personnel.
Retention and disposal:  Maintained 6 years after 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 Director, Program 
    Appeals Staff, USDA/ASCS, Room 4723-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 to help identify the file.
Record access procedures:  Same as notification procedure.
Contesting record procedures:  Same as notification procedure.
Record source categories:  Individual, witnesses, ASCS county personnel.
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 scrutinized, and thus 
    allow them time to take measures to prevent detection of illegal 
    action or escape prosecution. Disclosure of investigative techniques 
    and procedures, and of the existence and identity of confidential 
    sources of information would hamper law enforcement activity.

<DOC>
 

DEPARTMENT OF AGRICULTURE

 USDA/ASCS--22

System name:  Producer Payment Reporting File 365 and 368--USDA/
      ASCS.

System location:  Management Field Office, USDA/ASCS, 8930 Ward Parkway, 
    Kansas City, Missouri 64114
Categories of individuals covered by the system:  Farmers who 
    participate in Programs administered by ASCS.
Categories of records in the system:  Contains names and addresses of 
    all participating farmers including ZIP code, concerned with ASCS 
    farm programs, including such information as: Social security number 
    or producer identification number, State and County codes, and 
    program payment data.
Authority for maintenance of the system:  26 U.S.C. 6109.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses:  Furnished to (1) Internal 
    Revenue Service for total annual payment to each producer; (2) 
    Farmers for record of payments received by him (her) and reported to 
    IRS. 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:  Indexed by name of individual.
Safeguards:  Kept on magnetic tape 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:  Any individual may request information on this 
    system of records or information as to whether the system contains 
    records pertaining to him (her) from Director, Kansas City, 
    Management Field Office, ASCS/USDA, 8930 Ward Parkway, Kansas City, 
    Missouri, 64114, telephone number 816-926-6502. A request for 
    information pertaining to an individual should contain name, address 
    and ASCS county office(s) where farm records are maintained.
Record access procedures:  Any individual may obtain information as to 
    the procedures for gaining access to and contesting a record in the 
    system which pertains to him (her), by submitting a written request 
    to the appropriate official referred to in the preceding paragraph.
Contesting record procedures:  Same as Record Access Procedure.
Record source categories:  Documents submitted by the ASCS county office 
    maintaining farm records on the individual producer and submitted 
    primarily by such producers to the county office.

<DOC>
 

DEPARTMENT OF AGRICULTURE

 USDA/ASCS--23

System name:  Shorn and Unshorn Wool and Mohair--USDA/ASCS.

System location:  Management, Field Office, USDA/ASCS, 8930 Ward 
    Parkway, Kansas City, Missouri 64114
Categories of individuals covered by the system:  Farmers who 
    participate in the shorn and unshorn wool and mohair incentive 
    programs administered by ASCS.
Categories of records in the system:  Contains names and addresses of 
    all farmers participating in the ASCS wool and mohair incentive 
    program for the current marketing year, and other data such as: 
    Social security number and wool production data.
Authority for maintenance of the system:  7 U.S.C. 1781-1787; 7 CFR 
    2.65.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses:  Furnished to (A) Idaho 
    Sheep Commission to report number of head shorn. (B) Referral to the 
    appropriate agency, whether Federal, State, local or foreign, 
    charged with the responsibility of investigating or prosecuting a 

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