From the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:agri_000-45] DEPARTMENT OF AGRICULTURE USDA/FSA-15 System name: Voluntary Minority Farm Register File (Automated), USDA/FSA-15. System location: Deputy Administrator for Field Operations, Farm Service Agency, STOP 0501, 1400 Independence Avenue, SW., Washington, DC 20250-0501. Categories of individuals covered by the system: Minority farm land owners, operators and other producers who voluntarily request to be covered. Categories of records in the system: The system includes name, address, phone number, Social Security Number, farm location and race/ethnicity/gender coding provided by the individual. Authority for maintenance of the system: 7 U.S.C. 7901 et seq.; 15 U.S.C. 714 et seq.; and 16 U.S.C. 3831 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 disclosed as follows: (1) Records in the system will be disclosed and distributed to community-based organizations, educational institutions and government agencies assisting minorities with land retention and acquisition to ensure that USDA programs available for assisting farmers are widely publicized and accessible to all. (2) USDA will disclose information in the system to a court or adjudicative body in a proceeding when: (a) The agency or any component thereof; (b) Any employee of the agency in his or her official capacity; (c) Any employee of the agency in his or her individual capacity where the agency has agreed to represent the employee; or (d) The U.S. Government is a party to litigation or has an interest in such litigation and, by careful review, determines that the records are both relevant and necessary to the litigation and the use of such records is therefore deemed by the agency to be for a purpose compatible with the purpose for which the agency collected the records. (3) When a record on its face, or in conjunction with other records, 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 regulation, rule, or order issued pursuant thereto, disclosure may be made to the appropriate agency, whether Federal, foreign, State, local, or tribal, or other public authority responsible for enforcing, investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation, or order issued pursuant thereto, if the information disclosed is relevant to any enforcement, regulatory, investigative or prospective responsibility of the receiving entity. (4) USDA will disclose information in the system to a Member of Congress or to a Congressional staff member in response to an inquiry from the Congressional office made at the written request of the constituent about whom the record is maintained. (5) Records from this system of records may be disclosed to the National Archives and Records Administration or to the General Services Administration for records management inspections conducted under 44 U.S.C. 2904 and 2906. (6) USDA will disclose information in the system to agency contractors, grantees, experts, consultants or volunteers who have been engaged by the agency to assist in the performance of a service related to this system of records and who need to have access to the records in order to perform the activity. Recipients shall be required to comply with the requirements of the Privacy Act of 1974, as amended, pursuant to 5 U.S.C. 552a(m); and (7) USDA will disclose to members of Congress the names and addresses of producers. 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 location as set out above under the heading ``System Location.'' Retrievability: Records are indexed by individual name, identification number, farm number, tax identification number, Social Security number and type of loan. Safeguards: Records, both paper and electronic, are accessible only to authorized personnel and are maintained in offices that are locked during non-duty hours. 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. Retention and disposal: The Minority Farm Register will be recreated at biennial intervals to update name and address information and to ensure the inclusion of any changes in farm land ownership recorded in FSA records. A letter will be sent to all Register participants. The letter will clarify that there is no need for action if name, address or farm land circumstances have not changed. The Farm Service Agency will maintain a master file of each generation of the Voluntary Minority Farm Register electronically. Program documents will be destroyed within 10 years after end of participation. System manager(s) and address: Deputy Administrator for Field Operations, Farm Service Agency, STOP 0501, 1400 Independence Avenue, SW., Washington, DC 20250-0501. 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 that 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 (Minority Farm Register), 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 (Minority Farm Register), year of records in question, and any other pertinent information to help identify the file. Record source categories: Information in this system comes only from the individuals who voluntarily sign up for the Register and who are the subjects of the files. Exemptions claimed for the system: None.