WAIS Document RetrievalFrom the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:agri_000-32] DEPARTMENT OF AGRICULTURE USDA/FSA-2 System name: Farm Records File (Automated), USDA/FSA-2. System location: This system of records is under the control of the Deputy Administrator for Program Delivery and Field Operations, FSA, USDA, Stop 0539, PO Box 2415, Washington, DC 20013. The data will be maintained at the county FSA office which services the particular farm, the State FSA Office of the State where the particular county FSA office is located, the Kansas City Management Office, 8930 Ward Parkway, PO Box 419205, Kansas City, Missouri 64141-0205; the Kansas City Commodity Office, PO Box 419205, 9200 Ward Parkway, Kansas City, Missouri 64141-0205, and the FSA National Office. The address of each county and State FSA 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: Farm owners, operators, and other producers. Categories of records in the system: The information in the system consists of documentation of participation in the active programs as well as discontinued programs. This includes names and addresses of producers and is not necessarily limited to farm allotments, quotas, bases, and history; compliance data; production and marketing data; lease and transfer of allotments and quotas; appeals; new grower applications; conservation program documents; program participation and payment documents; appraisals, leases, and data for farm reconstitution; and, for payment limitation purposes, financial statements, and other applicable farm information as well such documents as tax statements, wills, trusts, partnership agreements, and corporate charters. Authority for maintenance of the system: 7 U.S.C. 135b, 450j, 450k, 405l, 1281-1393, 1421-1449, 1461-1469, 1471-1471i, 1781-1787; 15 U.S.C. 714-714p; 16 U.S.C. 590a-590q, 1301- 1311, 1501-1510, 1606, 2101-2111, 2201-2205, 3501, 3801-3847, 4601, 5822; 26 U.S.C. 6109; 40 U.S.C. App. 1, 2, 203; 43 U.S.C. 1592; and 48 U.S.C. 1469. Purpose(s): To facilitate the Congressional mandate that FSA and CCC operate farm programs that control the price and supply of certain agricultural commodities, that protect the environment and that enhance the marketing and distribution of certain agricultural commodities. 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 a cooperative marketing association approved to carry out CCC rice support loan and marketing programs, but only that data regarding member and related individual participation in such programs; (2) 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 records 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; (3) To a court, magistrate, or administrative tribunal, or to opposing counsel in a proceeding before any of the above, 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 records sought are relevant to the subject of the proceeding; (4) 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; (5) To the Internal Revenue Service to establish the tax liability of individuals as required by the Internal Revenue Code; (6) To State or local tax authorities having an agreement with CCC to withhold taxes or fees from loan proceeds; (7) To the Bureau of Reclamation (BOR), but only that data necessary for the BOR to administer the Reclamation Act of 1982 as amended; (8) To boards or other entities authorized by state statute to collect commodity assessments; (9) To the Food Safety and Inspection Service; (10) To the Peanut Board with respect to producers of peanuts and their participation in the peanut price support, production control and quota programs; (11) To the Bureau of Indian Affairs the name and address of producers to assist in the distribution of funds to Native American Indians; (12) To candidates for FSA county and/or community committee positions the names and addresses of producers in the county for the purpose of county committee elections; (13) To tobacco analysis laboratories the producers' names and addresses as well as crop-specific data regarding tobacco being analyzed prior to the marketing of such tobacco; (14) To the public who may inspect farm allotment and quota data for marketing quota crops as required by the Agricultural Act of 1938, as amended; (15) To State Foresters the names and addresses of producers and crop-specific data regarding their operations with respect to forestry conservation practices; (16) To cotton buyers the names of cotton producers; (17) To cotton ginners the names, addresses and cotton acreages; (18) To members of Congress the names and addresses of producers; and (19) To the public when they need to obtain the names and addresses of producers who have loans with FSA or CCC to prevent such individual from purchasing commodity that has been placed under a CCC loan. (20) To State or local taxing authorities or their contracted appraisal companies the name of and address of producers for tax appraisal purposes; and (21) To State-certified or State-licensed appraisers and employees of Federal agencies other than USDA qualified to perform real estate appraisals. The specific information to be disclosed to the appraiser is: -- Production Flexibility Contract Acres -- Payment yields -- Agricultural use acres and cropland acres -- Copies of aerial photography -- Conservation Reserve Program (CRP) acres -- Highly erodible land (HEL) delineations -- Wetland classifications Notwithstanding the foregoing, USDA will not release to appraisers information indicating the acreage, yield, storage and marketing of peanuts or tobacco if that information was requested by USDA and is necessary for the administration of Title III of the Agricultural Adjustment Act of 1938, 7 U.S.C. 1361 et seq., unless the information to be released is in an aggregate form that does not identify the information furnished by any person. FSA will continue to make available for public inspection, information regarding acreage allotments and farm marketing quotas established for farms, as required by law. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained in file folders and Department computer systems at applicable locations as set out above under the heading ``System Location'. Retrievability: Records may be indexed by individual name, farm number, tax identification number, Social Security Number, or loan number. Safeguards: Records are kept in locked Government office buildings. Access to these records is limited to authorized FSA personnel and representatives. Records stored in computer files are protected by passwords and other electronic security systems. Additionally, any negotiable documents, such as warehouse receipts, are kept in a fireproof cabinet. Retention and disposal: Program documents are destroyed within 6 years after end of participation, except for conservation program documents, which are retained for periods sufficient to insure compliance equal to the life of the practice. Other documents, such as powers of attorney or leases, are destroyed after such document is no longer valid. Original loan notes are returned to producers after liquidation of loan. System manager(s) and address: Deputy Administrator for Program Delivery and Field Operations, FSA, USDA, Stop 0539, PO Box 2415, Washington, DC 20013. Notification procedure: An individual may request information regarding this system of records, or information as to whether the system contains records pertaining to the 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 pertaining to an individual should contain: name, address, ZIP code, name of system of record, 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 pertaining to an individual should contain: name, address, ZIP code, name of system of record, year of records in question, and any other pertinent information to help identify the file. Record source categories: Information in this system is submitted by county and State Committees and their representatives, the Office of Inspector General and other investigatory agencies, the Office of the General Counsel, the Kansas City Commodity Office, the Kansas City Management Office, the Natural Resources and Conservation Service and by third parties and by the individual who is the subject of the file.