USDA/NASS-3

System name: Personnel Data Base, USDA/NASS.

     System location: 
       Input coding sheets and output listings are stored in the 
   Personnel Division, Economics Management Staff, USDA, Washington, DC 
   20250-3500. Magnetic tapes are located in the Martin Marietta Data 
   System (MMDS) file, Orlando, Florida.

     Categories of individuals covered by the system: 
       Employees in the following position classification series: 334, 
   1529, and 1530.

     Categories of records in the system: 
       Employee's Social Security Number, job series, grade, age, 
   service computation date, beginning date of work for National 
   Agricultural Statistics Service (NASS), work experience, training, 
   and awards.

     Authority for maintenance of the system: 
       5 U.S.C. 301.

   Purpose(s): 
       To maintain an employment record on each employee of NASS in the 
   classification series listed above.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       (1) Disclosure may be made to the Department of Justice (DOJ), to 
   a court, or other tribunal, or another party before such tribunal, 
   when NASS, any component thereof, or any employee of NASS in his or 
   her official capacity, any NASS employee in his or her individual 
   capacity where DOJ (or NASS where it is authorized to do so) has 
   agreed to represent the employee, or the United States where NASS 
   determines that the litigation is likely to directly affect the 
   operations of NASS or any of its components, is a party to litigation 
   or has an interest in such litigation, and NASS determines that the 
   use of such records by DOJ, the court or other tribunal, or the other 
   party before such tribunal is relevant and necessary to the 
   litigation, provided, however, that in each case, NASS determines 
   that such disclosure is compatible with the purposes for which the 
   records were collected.
       (2) 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.
       (3) Disclosure may be made to a private firm for the purpose of 
   collating, analyzing, aggregating, or otherwise maintaining or 
   servicing the records of this system. Such contractor will be 
   required to maintain Privacy Act safeguards with respect to the 
   records.

     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Input coding sheets and output listings are stored in the office 
   specified above. Machine readable data are located in the MMDS file, 
   Orlando, Florida.
     Retrievability: 
       Records are indexed by Social Security Number.
     Safeguards: 
       Source documents are kept in locked file cabinets in the offices 
   listed above. Magnetic tapes are stored in an area to which access is 
   limited to authorized personnel of the MMDS network. The NASS 
   contract with MMDS contains provisions for (1) Network Data Integrity 
   and Security, (2) Physical Security, and (3) Data Security.
     Retention and disposal: 
       A review is made each quarter. Records which are no longer needed 
   are destroyed.

     System manager(s) and address:
       Administrator, NASS, USDA, Washington, DC 20250-2000.

     Notification procedure: 
       Any individual may request information as to whether the system 
   contains records pertaining to him or her by contacting the system 
   manager at the address specified above. A written request for 
   information should contain: Name, address, name of system of records, 
   and any other pertinent information that will help identify the file.

     Record access procedures: 
       Same as notification procedure.

     Contesting record procedures: 
       Any individual may obtain information as to the procedures for 
   contesting a record in this system which pertains to him or her by 
   submitting a request to the system manager specified above.

     Record source categories: 
       Information in this system comes from SF-52, Request for 
   Personnel Action; SF-182, Request, Authorization, Agreement and 
   Certification of Training; and AD-287-2, Recommendation and Approval 
   of Cash Award or Quality Increase.

     System exempted from certain provisions of the Act:
       None.