From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
[DOCID:agri_001-2]
USDA/FCIC-1
System name:
Accounts Receivable.
Security classification:
None.
System location:
Kansas City Office, Federal Crop Insurance Corporation, Risk
Management Agency, 6501 Beacon Drive, Stop 0814, Kansas City,
Missouri 64133-4676 and regional and compliance offices for the
Federal Crop Insurance Corporation. Addresses of the regional offices
may be obtained from the Deputy Administrator, Insurance Services,
Risk Management Agency, United States Department of Agriculture, 1400
Independence Avenue, SW., Stop 0805, Room 6709-S, Washington, DC
20250-0803.
Categories of individuals covered by the system:
The system consists of information on any individual or other
legal entity that is indebted to the Federal Crop Insurance
Corporation (FCIC) or a private insurance company.
Categories of records in the system:
The system consists of standardized records containing
identifying information on individuals or other legal entities such
as the name of individuals legally responsible for the debt, address,
tax identification number (social security number or employer
identification number); information relating to debt identification,
such as policy number; codes identifying the type of debt and the
basis for establishing the debt; date the debt arose; principal debt
amount; interest rate and date interest accrues on the debt;
information related to changes in debt amount and debt status; and
brief remarks that identify or clarify actions being taken by FCIC.
Authority for maintenance of the system:
7 U.S.C. 1501 et seq.
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 used as follows:
(1) 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 a
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) Disclosure to a court, magistrate or administrative tribunal
or to opposing counsel in a proceeding before a court, magistrate, or
administrative tribunal, of any record within the system which
constitutes evidence in that proceeding, or which is sought in the
course of discovery, to the extent that FCIC determines that the
records sought are relevant to the proceeding.
(3) Disclosures may be made from this system with respect to
debts to a credit reporting agency in accordance with 31 U.S.C. 3701,
3711(f), 3720B, 4 CFR 102.3, 4 CFR 3.35 and 7 CFR part 400, subpart K
in order to assist in collecting delinquent debts.
(4) Referral of past due legally enforceable debts to the
Department of the Treasury, Internal Revenue Service (IRS), to be
offset against any tax refund that may become due the debtor for the
tax year in which the referral is made in accordance with 31 U.S.C.
3720 A, and 26 CFR 301.6402-6T.
(5) Referral to a collection agency, when FCIC determines such
referral is appropriate for collecting the debtor's account in
accordance with 31 U.S.C. 3711, 3718; 7 CFR part 400, subpart K; 7
CFR 3.36.
(6) Disclosure may be made to a congressional office from the
record of an individual in response to any inquiry from the
congressional office made at the request of that individual.
(7) Referral of information regarding indebtedness to the
Department of Defense, and the United States Postal Service, 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 the FCIC in order
to collect debts in accordance with the Debt Collection Act of 1982
(Pub. L. 97-365) by voluntary repayment, administrative or salary
offset procedures, or through the use of collection agencies.
(8) Referral of delinquent debts to the Department of Treasury,
Financial Management Service, and other Federal agencies for
administrative offset of eligible Federal payments and for cross-
servicing of debtor accounts in accordance with 31 U.S.C. 3716; 7 CFR
part 3, subpart B.
(9) Referral of delinquent debts to the debtor's employer for
wage garnishment in accordance with 31 U.S.C. 3720D.
(10) Disclosure may be made to private insurance companies
delivering the FCIC program as authorized by the Federal Crop
Insurance Act.
(11) Disclosure to contractors or other Federal agencies to
conduct research and analysis to identify patterns, trends,
anomalies, instances and relationships of private insurance
companies, agents, loss adjusters and policyholders that may be
indicative of fraud, waste, and abuse.
(12) Disclosure to private insurance companies, contractors,
cooperators, partners of FCIC, and other Federal agencies for any
purpose relating to the sale, service, administration, analysis of
the Federal crop insurance program.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained electronically, on computer printouts,
microfiche, and in the file folders at the Kansas City Office.
Retrievability:
Records may be indexed and retrieved by name of individual, tax
identification number (including social security number), or contract
number.
Safeguards:
Records are accessible only to authorized personnel and are
maintained in offices that are locked during non-duty hours. File
folders and other hard copy records are stored in locked file
cabinets. The electronic records are controlled by password
protection and the computer network is protected by means of a
firewall.
Retention and disposal:
Records are maintained until the indebtedness is paid. Unless
shredding is required by Federal regulations, paper records are
delivered to custodial services for disposal as waste paper.
Electronic records may be erased after the debt is settled and upon
the expiration of the records retention period established by the
National Archivist.
System manager(s) and address:
Fiscal Operations Branch, Risk Management Agency, Federal Crop
Insurance Corporation, 6501 Beacon Drive, Stop 0814, Kansas City,
Missouri 64133-4676. Telephone: (816) 926-7033.
Notification procedure:
An individual may request information regarding this system of
records or information as to whether the system contains records
pertaining to such individual from the Kansas City Office. The
request for information should contain the individual's name and
address; tax identification number (including social security
number); State(s) and county(ties) where such individual farms; and
individual crop insurance policy number(s), if known. 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 as to the procedures for
gaining access to a record in the system, that pertains to such
individual, by submitting a written request to the Privacy Act
Officer, Risk Management Agency, Program Support Staff, Room 6620-SB,
AG Stop 0821, 1400 Independence Avenue, SW., Washington, DC 20250-
0821. The envelope and letters should be marked, Privacy Act Request.
A request for information should contain: name, address, ZIP code,
tax identification number (including social security number), name of
the system of records, year of records in question, and any other
pertinent information to help identify the file.
Contesting record procedures:
Procedures for contesting records are the same as the procedures
for record access. Include the reason for contesting the record and
the proposed amendment to the information with supporting
documentation to show how the record is inaccurate.
Record source categories:
Information in this system comes primarily from the insurance
company, individual debtor or from other Federal agencies.