WAIS Document RetrievalFrom the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:agri_000-36] DEPARTMENT OF AGRICULTURE USDA/FSA-6 System name: County Personnel Records, USDA/FSA-6. System location: County FSA office by which individual is employed, except that some records concerning county office employees are on file in State FSA offices and the FSA Human Resources Division, USDA/FSA, Stop 0590, PO Box 2415, Washington DC 20013-2415. The address of each FSA State and county office can be found in the local telephone directory under the heading ``United States Government, Department of Agriculture, Farm Service Agency. Categories of individuals covered by the system: FSA County and community committeemen and employees who are employed in county FSA offices. Categories of records in the system: Information in this system consists of personnel official records of county FSA employee including documents such as employment applications, oaths of office, personnel actions, job descriptions, performance data, life and health insurance forms, annual pay status records, retirement record cards, and any other documents, letters, or records regarding the individual's employment in the county office. Authority for maintenance of the system: 5 U.S.C. 8331, 8701, 8901; 16 U.S.C. 590h. Purpose(s): This system of records is maintained to retain necessary personal records of FSA county office employees. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Records contained in this system may be disclosed: (1) To the Internal Revenue Service as required by the Internal Revenue Code and other related statutes; (2) To a State Revenue Board and local tax authorities as required by law; (3) To the Office of Personnel Management for fringe benefits withholdings, 5 U.S.C 8331, 8701, 8901; (4) To the Social Security Administration for FICA withholdings; (5) To the general public with respect to county committee members for the purpose of maintaining accountability of these committee members to the their constituent producers; (6) To the Federal Civilian Personnel Records Center, St. Louis, Missouri, as a permanent record of service with FSA; (7) To the appropriate agency, whether Federal, State, local or foreign, charged with the responsibility of investigating or prosecuting a violation of law, or enforcing or implementing a statute, or a 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 particular program statute, or by rule, regulation or order issued pursuant thereto; (8) To the Department of Justice when (a) the agency, or any component thereof; or (b) any representative of the agency in his or her official capacity; or (c) any representative of the agency in his or her individual capacity where the Department of Justice has agreed to represent the individual; 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) To a court or adjudicative body before which the agency is authorized to appear, when (a) the agency, or any component thereof; (b) any representative of the agency in his or her official capacity; (c) any representative of the agency in his or her individual capacity where the agency has agreed to represent the individual; 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 determine 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) To a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of the individual to whom the record pertains; (11) 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; (12) 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; (13) To ``consumer reporting agencies'' as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act, as amended (31 U.S.C. 3701(a)(3)); (14) To local banks when savings bonds are purchased; and (15) To a Federal agency, in response to its request, in connection with 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 or other benefit be the requesting agency, to the extent that this information is relevant and necessary to the requesting agency's decision on the matter. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: The records are maintained in file folders in the county office and stored in Department computers and on magnetic tape at the applicable locations above. Retrievability: The records may be indexed by individual's name or social security number. Safeguards: The records are kept in secured Government buildings. Access is limited to authorized FSA representatives. Computer files are protected by authorization codes, passwords and other safeguard technology. Retention and disposal: The records are retained on site for duration of employment and are transferred to Civilian Personal Record Center, St. Louis, Missouri, after separation. The records in county offices are kept in locked fireproof file in a Government office building. Other records are stored in cabinets in a locked or secured Government offices. System manager(s) and address: Director, Human Resources Division, USDA/FSA, Stop 0590, PO 2415, Washington, DC 20013-2415. Notification procedure: An individual may request information regarding this system of records, or information as to whether this system contains records pertaining to such individual from the System Manager listed above. 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 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: Information in this system is provided by the individual, FSA employees and representatives, the Office of Inspector General and other investigatory agencies.