Privacy Act: [ USDA/OFM-5] Imprest Fund Payment System, USDA/OFM....

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   the subject of the proceeding; and (3) 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:  Records are maintained in file folders.
     Retrievability:  Records can be accessed by individual name, NAD 
   log number, and State.
     Safeguards:  Records are kept in offices attended by authorized 
   personnel.
     Retention and disposal:  Maintained 6 years after the case is 
   closed.
     System manager(s) and address:  Director, NAD, USDA, 3101 Park 
   Center Drive, Suite 1020, Alexandria, Virginia 22302, telephone 
   number (703) 305-1151.
     Notification procedure:  An individual may request information as 
   to whether the system contains records pertaining to him or her from 
   Director, NAD, USDA, 3101 Part Center Drive, Suite 1020, Alexandria, 
   Virginia 22302, telephone number (703) 305-1151. A request for 
   information pertaining to an individual should contain full name, 
   address, and zip code.
     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 or her by submitting a written 
   request to the appropriate official referred to in the preceding 
   paragraph.
     Contesting record procedures:  Same as notification procedure. (The 
   regulations for contesting contents of records and appealing initial 
   determinations are set forth at 7 CFR 1.110-1.123.)
     Record source categories:  Records in this system come primarily 
   from appellants, witnesses, and agency personnel.
     Systems exempted from certain provisions of the act:  None.

   #..USDA/NAD-2

   #....System name:  National Appeals Division Tracking System 
      (Automated), USDA/National Appeals Division (NAD).

     System location:  Management Field Office, USDA, 8930 Ward Parkway, 
   Kansas City, Missouri 64114.
     Categories of individuals covered by the system:  Program 
   participants who file an appeal because of a covered adverse decision 
   by a covered agency: Farm Service Agency, the Natural Resources 
   Conservation Service, Rural Development, Rural Utilities Service, 
   Rural Housing Service, Rural Business-Cooperative Service, or a 
   state, county, or area committee established under section 8(b)(5) of 
   the Soil Conservation and Domestic Allotment Act (16 U.S.C. 
   5901(b)(5)).
     Categories of records in the system:  The system contains assigned 
   NAD log number, Appellant's name, race, social security number, 
   address, and telephone number, program identifier, decision maker 
   information, decision date, hearing officer and review officer 
   identification, and hearing and review information.
     Authority for maintenance of the system:  7 U.S.C. 6991 et seq.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  USDA will refer 
   records in this system: (1) 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, 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; (2) to a court, 
   magistrate, or administrative tribunal, or to opposing counsel, in a 
   proceeding before any of the above, which are sought in the course of 
   discovery and which are relevant to the subject matter of the 
   proceedings; and (3) 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:  National Computer Center, Kansas City Security Staff uses 
   multiple storage devices with full backup facilities; including both 
   on-site and off-site storage and distant hot-site facilities.
     Retrievability:  Records are indexed by Appellant name, NAD log 
   number, State, and hearing officer.
     Safeguards:  Computer Associates Access Control Facility software 
   controls who may use computer resources and protects data from 
   accidental or deliberate destruction, modification, disclosure, and 
   misuse. Computer Associates Access Control Facility is maintained and 
   used solely by members of the National Computer Center, Kansas City 
   Security Staff.
     Retention and disposal:  Records are kept indefinitely.
     System manager(s) and address:  System Security Administrator, 
   Information Systems Security Staff, 2350 Market Street, St. Louis, 
   Missouri 63103.
     Notification procedure:  An individual may request information as 
   to whether the system contains records pertaining to him or her from 
   Director, NAD, USDA, 3101 Park Center Drive, Suite 1020, Alexandria, 
   Virginia 22302, telephone number (703) 305-1151. A request for 
   information pertaining to an individual should contain full name, 
   address, and zip code.
     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 or her by submitting a written 
   request to the appropriate official referred to in the preceding 
   paragraph.
     Contesting record procedures:  Same as Record Access Procedures.
     Record source categories:  Records in this system come primarily 
   from data entered by Regional offices maintaining appeal records on 
   the program participant. Information in these records is obtained 
   from appellants and agency decision makers.
     Systems exempted from certain provisions of the act:  None.

                      Office of Finance and Management

   #.. USDA/OFM-1

   #....System name: Drug-Free Federal Workplace Records.

     System location: 
       U.S. Department of Agriculture (USDA), Office of Finance and 
   Management, Safety and Health Management Division, 14th and 
   Independence Avenue SW., Washington, DC 20250; USDA Agency 
   headquarters offices; and offices of contractors who perform 
   functions such as collection of urine specimens, laboratory analysis, 
   and medical review of confirmed positive laboratory findings.
     Categories of individuals covered by the system: 
       USDA employees, Farm Credit System Assistance Board employees, 
   and persons who have applied to USDA for employment.
     Categories of records in the system: 
       Records relating to the selection, notification, and testing of 
   covered individuals; collection and chain of custody of urine 
   specimens; urine specimens; drug test results information.
     Authority for maintenance of the system: 
       E.O. 12564, dated September 15, 1986, ``Drug-Free Federal 
   Workplace''; Pub. L. 100-71, section 503, July 11, 1987.
   Purpose(s): 
       The system is established to maintain records relating to the 
   selection and testing of Federal employees and applicants for Federal 
   employment for use of illegal drugs. The records will provide the 
   basis for taking appropriate action in reference to employees who 
   test positive for use of illegal drugs.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Records other than drug testing results may be disclosed:
       (1) To drug testing laboratories under contract with USDA or 
   other U.S. Government agencies to perform tests on urine specimens 
   provided by selected USDA employees and applicants for employment;
       (2) To the Medical Review Officers under contract with USDA or 
   other U.S. Government agencies for verification of the results 
   received from the testing laboratories; or
       (3) In a judicial or administrative proceeding where required by 
   the United States Government to defend against any challenge against 
   any adverse personnel action.
       Disclosures of Drug Test Results. Pursuant to Pub. L. No. 100-71, 
   section 503, July 11, 1987, the results of a drug test of a Federal 
   employee will be disclosed only:
       (1) To the employee's medical review officer;
       (2) To the administrator of any employee counseling services 
   program in which the employee is receiving counseling or treatment or 
   is otherwise participating;
       (3) To any supervisory or management official within the 
   employee's agency having authority to take the adverse personnel 
   action against such employee; or
       (4) Pursuant to the order of a court of competent jurisdiction 
   where required by the United States Government to defend against any 
   challenge against any adverse personnel action.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Records are maintained on magnetic disk and in paper form.
     Retrievability: 
       Records are retrieved by name of agency, name of employee or 
   applicant, position title, Social Security Number, employee ID 
   number, date of birth, or any combination of these.
     Safeguards: 
       Records are maintained in a secured area or on automated media 
   with access limited to authorized personnel whose duties require 
   access.
     Retention and disposal: 
       Generally, records are retained for two years and then destroyed 
   by shredding, burning, or erasure in the case of magnetic media.
     System manager(s) and address: 
       Chief, Safety and Health Management Division, Office of Finance 
   and Management, 14th and Independence Avenue, SW, Washington, DC 
   20250.
     Notification procedure: 
       Individuals wishing to inquire whether this system contains 
   records about them should contact their USDA Agency Headquarters 
   Office or the Chief, Safety and Health Management Division, Office of 
   Finance and Management. Individuals must provide the following 
   information for their records to be located and identified:
         a. Name.
         b. Date of birth.
         c. Social Security Number.
         d. Identification number (if known).
         e. Approximate date of record.
         f. USDA agency and position title.
     Record access procedures: 
       Individuals should contact the Chief, Safety and Health 
   Management Division, Office of Finance and Management, 14th and 
   Independence Avenue, SW, Washington, DC 20250.
     Record source categories: 
       Records in this system are obtained from:
         a. The individual to whom the records pertain.
         b. Agency employees involved in the selection and notification 
   of individuals to be tested.
         c. Laboratories that test urine specimens for the presence of 
   illegal drugs.
         d. Supervisors, managers and other agency officials.
     Systems exempted from certain provisions of the act: 
       None.

   #.. USDA/OFM-2

   #....System name: Employee Counseling Services Program Records.

     System location: 
       U.S. Department of Agriculture, Office of Finance and Management, 
   Safety and Health Management Division, 14th and Independence Avenue, 
   SW, Washington, DC 20250, and USDA agencies.

       Note. In order to meet the statutory requirement that agencies 
   provide appropriate prevention, treatment, and rehabilitation 
   programs and services for employees with alcohol or drug problems, 
   and to better accommodate establishment of a health service program 
   to promote employees' physical and mental fitness, it may be 
   necessary for an agency to negotiate for use of the counseling staff 
   of another Federal, State, or local government, or private sector 
   agency or institution. This system also covers records on USDA 
   employees that are maintained by another Federal, State, or local 
   government, or private sector agency or institution under such a 
   negotiated agreement.
     Categories of individuals covered by the system: 
       Current and former USDA employees and Farm Credit System 
   Assistance Board employees who have been counseled or otherwise 
   treated regarding alcohol or drug abuse or for personal or emotional 
   health problems.
     Categories of records in the system: 
       Records in this system include documentation of visits to 
   employee counselors (Federal, State, local government, or private) 
   and the diagnosis, recommended treatment, results of treatment, and 
   other notes or records of discussions held with the employee made by 
   the counselor. Additionally, records in this system may include 
   documentation of treatment by a private therapist or a therapist at a 
   Federal, State, local government, or private institution.
     Authority for maintenance of the system: 
       5 U.S.C. 7361 et seq., 5 U.S.C. 7901, and 42 U.S.C. 290dd-3 and 
   290ee-3.
   Purpose(s): 
       These records are used to document the nature of the individual's 
   problem and progress made and to record an individual's participation 
   in the results of community or private sector treatment or 
   rehabilitation programs.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       These records and information in these records may be disclosed:
       1. To the Department of Justice or other appropriate Federal 
   agencies in defending claims against the United States, when the 
   claim is based upon an individual's mental or physical condition and 
   is alleged to have arisen because of activities of USDA (and, with 
   respect to Farm Credit System Assistance Board employees, because of 
   activities of the Farm Credit System Assistance Board) in conneciton 
   with the individual.
       2. To qualified personnel for the purpose of conducting 
   scientific research, management audits, financial audits, or program 
   evaluation, but such personnel may not identify, directly or 
   indirectly, any individual patient in any report or otherwise 
   disclose patient indentities in any manner (when such records are 
   provided to qualified researchers employed by USDA, all patient 
   identifying information shall be removed).
       Note: Disclosure of these records beyond officials of USDA or the 
   Farm Credit Assistance Board having a bona fide need for them or to 
   the person to whom they pertain, is rarely made as disclosures of 
   information pertaining to an individual with a history of alcohol or 
   drug abuse must be limited in compliance with 42 CFR part 2, 
   Confidentiality of Alcohol and Drug Abuse Patient Records. Records 
   pertaining to the physical and mental fitness of employees are, as a 
   matter of policy, afforded the same degree of confidentiality and are 
   generally not disclosed.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       These records are maintained in file folders.
     Retrievability: 
       These records are retrieved by the name of the individual 
   subjects of the records.
     Retention and disposal: 
       Employee records are maintained for 3 to 5 years after the 
   employee's last contact with USDA's Employee Counseling Services 
   Program or, if the employee leaves the agency, until the Employee 
   Counseling Services Program Annual Report for the fiscal year in 
   which separation occurred is prepared. Records are destroyed by 
   shredding or burning.
     Safeguards: 
       These records are maintained in locked file cabinets labeled 
   confidential with access strictly limited to employees directly 
   involved in USDA alcohol and drug abuse prevention function (as the 
   term is defined in 42 CFR part 2) and the Employee Counseling 
   Services Program.
     System manager(s) and address: 
       Chief, Safety and Health Management Division, Office of Finance 
   and Management, 14th and Independence Avenue, SW., Washington, DC 
   20250.
     Notification procedure: 
       USDA employees wishing to inquire whether this system of records 
   contains information about them should contact the USDA Employee 
   Counseling Services Program Manager, or their Agency Counseling 

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