WAIS Document RetrievalFrom the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:agri_000-43] DEPARTMENT OF AGRICULTURE USDA/FSA-13 System name: Claims Data Base (Automated), USDA/FSA-13 System location: Kansas City Management Office, USDA/FSA, 8930 Ward Parkway, Kansas City, MO 64114. Categories of individuals covered by the system: Agricultural producers. Categories of records in the system: Information identifying the delinquent debtor, such as name, address, producer identification number (social security number or taxpayer identification number); information relating to claim identification, such as claim control number, which is comprised of a State and county code and an alpha-numeric control number; codes identifying the type of claim and the basis for establishing the claim; identification of programs under which the claim arose; date the claim arose; loan, farm or contract number; interest rate applied to claim; the date interest on the claim starts and the principal amount of the claim; information related to claims actions and status changes which have occurred since the claim was initially established, such as transfers from originating FSA office to other FSA State or county offices and referrals to the Office of the General Counsel for legal action; termination of claims actions; changes in claim amount resulting from compromises, addition of collection or court costs and brief remarks which identify or clarify actions being taken by the FSA office submitting the claim information. Authority for maintenance of the system: 7 U.S.C. 1281-1393; 7 U.S.C. 1421-1449 and 15 U.S.C. 714-714p. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: USDA employees maintain and update the system with expanded claims data for assistance in preparation of the SF-220 report (Report on Status of Accounts and Loans Receivable from the Public) and the production of other debt management reports. Records contained in this system may be disclosed: (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, 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) 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; (3) To a proceeding before a court or 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; (4) 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; (5) To a commercial credit reporting agency for it to make the information publicly available. Only that information directly related to the identity of the debtor and history of the claim will be released. Debtor information will consist of the following: The debtor's name, address, taxpayer identification number, and other information necessary to establish the identity of the debtor; the amount, status, and history of the claim, and the program under which the claim arose; (6) To a collection or servicing contractor, or a local, State, or Federal agency, when FSA determines a referral is appropriate for servicing or collecting the debtor's account or as provided for in contracts with servicing or collection agencies; (7) 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; (8) To the Department of Defense, information regarding indebtedness, for the purpose of conducting computer matching programs to identify and locate individuals receiving Federal salary or benefit payments and who are delinquent in their repayment of debts owed to the U.S. Government under certain programs administered by FSA/CCC in order to collect debts under the provisions of the Debt Collection Act of 1982 (Pub. L. 97-365) by voluntary repayment, administrative or salary offset procedures, or by collection agencies; (9) To the United States Postal Service, information regarding indebtedness, for the purpose of conducting computer matching programs to identify and locate individuals receiving Federal salary or benefit payments and who are delinquent in their repayment of debts owed to the U.S. Government under certain programs administered by FSA/CCC in order to collect debts under the provisions of the Debt Collection Act of 1982 (Pub. L. 97-365) by voluntary repayment, administrative or salary offset procedures, or by collection agencies. 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: Claims Data Base records are stored on disk files. The data base is duplicated on magnetic tape files. Retrievability: Records can be accessed by producer identification number (if available), farm number or State, county and claim number. Safeguards: On-line access to data in the Claims Data Base (Automated) is controlled by password protection. Retention and disposal: Claim records remain on the data base for 4 months after a claim has been zero-balanced, at which time the data is transferred from disk to tape files. The data is retained on tape files for 1 year. Data on magnetic tape files is then written over for disposal. System manager(s) and address: Director, Kansas City Management Office, FSA, USDA, 8930 Ward Parkway, Kansas City, Missouri 64114. Notification procedure: An individual may request information as to whether the system contains records pertaining to such individual from the Director, Kansas City Management Office, FSA, USDA, 8930 Ward Parkway, Kansas City, Missouri 64114. A request for information regarding an individual should include: Full name, address, ZIP code, producer identification number, (if available), farm number or claim number, and any other pertinent information to help identify the file. 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: An individual may obtain information about a record in the system which pertains to such individual by submitting a written request to the above listed System Manager. The envelope and letter should be marked ``Privacy Act Request.'' A request for information should contain: Name, address, ZIP code, name of the system of records, year of records in question, and any other pertinent information to help identify the file. Contesting record procedures: Individuals desiring to contest or amend the information maintained in the system should direct their request to the above listed System Manager, and should include the reason for contesting it and the proposed amendment to the information with supporting information to show how the record is inaccurate. A request for contesting records should contain: Name, address, ZIP code, name of the system of records, year of records in question, and any other pertinent information to help identify the file. Record source categories: Records in this system come primarily from documents submitted by the FSA county office maintaining farm records on the individual producer. Information in these records is obtained directly from the individuals in the system.