USDA/NASS-1 System name: Administrative Records Systems, USDA/NASS. System location: Input records are located in Headquarters (Washington, DC) and State Statistical Offices at the following locations: Montgomery, AL 36104 Palmer, AK 99645 Phoenix, AZ 85012 Little Rock, AR 72201 Sacramento, CA 95814 Lakewood, CO 80215 Dover, DE 19901 Orlando, FL 32803 Athens, GA 30613 Honolulu, HI 96814 Boise, ID 83712 Springfield, IL 62702 West Lafayette, IN 47907 Des Moines, IA 50309 Topeka, KS 66683 Louisville, KY 40202 Baton Rouge, LA 70806 Annapolis, MD 21401 Lansing, MI 48904 St. Paul, MN 55107 Jackson, MS 39204 Columbia, MO 65202 Helena, MT 59626 Lincoln, NE 68508 Reno, NV 89557 Concord, NH 03301 Trenton, NJ 08625 Las Cruces, NM 88001 Albany, NY 12235 Raleigh, NC 27611 Fargo, ND 58102 Columbus, OH 43215 Oklahoma City, OK 73105 Portland, OR 97204 Harrisburg, PA 17110 Columbia, SC 29201 Sioux Falls, SD 57117 Nashville, TN 37204 Austin, TX 78701 Salt Lake City, UT 84116 Richmond, VA 23219 Olympia, WA 98501 Charleston, WV 25312 Madison, WI 53713 Cheyenne, WY 82001 Addresses of each State Statistical Office are listed in the telephone directories of the respective cities, under the heading ``United States Government, Department of Agriculture, National Agricultural Statistics Service (NASS),'' or ``(State) Agricultural Statistics Service.'' Magnetic tapes are located in the Martin Marietta Data System (MMDS) file, Orlando, Florida. Categories of individuals covered by the system: All Federal and State employees of NASS and employees of the National Association of State Departments of Agriculture (NASDA) who work on NASS surveys. Categories of records in the system: Employee's name, home address, telephone number, Social Security Number, salary rate, accumulated salary for the year, accumulated hours worked, and accumulated travel expenses which include per diem, travel, and total miles traveled. Authority for maintenance of the system: 5 U.S.C. 301 and 7 U.S.C. 2204. Purpose(s): To maintain a record of earnings for each NASS and NASDA employee who works on NASS surveys. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: (1) Information in the system for NASDA employees is made available to the contractor chosen to process and disburse salary and travel checks. (2) 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. (3) 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. (4) Disclosure may be made to a private firm for the purpose of collating, analyzing, aggregating, or otherwise maintaining or servicing the records in the system. Such contractor will be required to maintain Privacy Act safeguards with respect to the records. (5) Disclosure may be made to State Statistical Office employees performing functions for NASS pursuant to agreements between NASS and their respective State governments. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Source documents (ADM-008, ADM-009, and NAS-011) are retained in the State Statistical Offices specified above. Machine readable data are located in MMDS file, Orlando, Florida. Each office is able to access only its own files. Retrievability: The master employee file is indexed by employee number assigned by each Headquarters and State Statistical Office. Safeguards: Source documents are kept in file cabinets in the offices listed above. These offices are always locked when unoccupied. Magnetic tapes are stored in an area to which access is limited to authorized personnel of 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: Two files in this system are handled in the following manner: (1) Biweekly data file--After initial usage, storage on tape and retained for 1 year. (2) Master employee data file--Inactive employee records are deleted at the end of each fiscal year. System manager(s) and address: Administrator, NASS, USDA, Washington, DC 20250-2000, or the State Statistician for each State Statistical Office at the address specified above. Notification procedure: Any individual working in a NASS office or as a NASDA employee on a NASS survey since 1975 may request information as to whether this system contains records pertaining to him or her by contacting the system manager at the address specified above. The written request for information should contain: Name, address, name of system of records, and most recent dates of employment with NASS or NASDA. 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 time and mileage forms (ADM-008, ADM-009, and NAS-011), attendance forms, and employment forms (SF-171 and NAS-001). Exemptions claimed for the system: None.