From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
[DOCID:agri_000-42]                         

DEPARTMENT OF AGRICULTURE

USDA/FSA-12

System name: 

       Tort, Program, And Civilian Employee Claims, USDA/FSA-12.
     Security classification: 
       None.
     System location: 
       Any FSA office having jurisdiction over the claim at the location 
   listed in the local telephone directory under the heading ``United 
   States Government, Farm Service Agency.''
     Categories of individuals covered by the system: 
       Individual by whom or against whom claim involving FSA or CCC has 
   been filed.
     Categories of records in the system: 
       Information in this system includes files on individual claims, 
   including claim forms, police records, investigation and accident 
   reports, statements of observers, and agency reports.
     Authority for maintenance of the system:
       5 U.S.C. 8101-8150; 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; 28 U.S.C. 2671-2680; 40 
   U.S.C. App. 1, 2, 203; 43 U.S.C. 1592; and 48 U.S.C. 1469.
   Purpose(s): 
       To facilitate FSA responsibilities to investigate and resolve 
   tort and civilian employee claims against FSA.
     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 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 rule, 
   regulation or order issued pursuant thereto;
       (2) 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 what is disclosed is relevant to the subject matter 
   involved in a pending judicial or administrative proceeding;
       (3) 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;
       (4) To the Department of Labor for claims arising under the 
   Federal Employees Compensation Act;
       (5) To insurance companies where necessary for resolution of 
   claim; and
       (6) To cotton loan clerks, a list of producer names and 
   addresses, for the purpose of offsetting claims.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       The records are kept in folders and in Department computers at 
   the locations indicated above.
     Retrievability: 
       The records may be indexed by name or by claimant number.
     Safeguard:
       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 after settlement for 6 years if CCC and 
   five years if appropriated funds are involved.
     System manager(s) and address: 
       Director, Financial Management Division, USDA/FSA, Stop 1062, 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 comes primarily from claimants, 
   observers, agency employees, and investigative personnel.