From the Privacy Act Online via GPO Access [wais.access.gpo.gov]
[DOCID:agri_000-34]                         

DEPARTMENT OF AGRICULTURE

USDA/FSA-4

System name: 

       Cotton Loan Clerks, USDA/FSA-4.
     System location: 
       This system of records is under the control of the county FSA 
   office where approved clerks will execute loan documents. The address 
   of each county FSA office can be found in local telephone directory 
   under heading ``United States Government, Department of Agriculture, 
   Farm Service Agency.''
     Categories of individuals covered by the system: 
       Individuals who request permission to process loan documents.
     Categories of records in the system: 
       The system consists of agreements and other related information 
   concerning agreements between cotton clerks and CCC.
     Authority for maintenance of the system:
       15 U.S.C. 714-714p.
     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 lending agencies that participate in the CCC Cotton Loan 
   Program; and
       (2) 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.
   Purpose(s): 
       This system is maintained to enable FSA to track and administer 
   its agreements with cotton loan clerks.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Records are maintained in the Departments computers and in file 
   folders at the appropriate county FSA offices.
     Retrievability: 
       Records are indexed by name of individual.
     Safeguards: 
       Records are kept in a locked Government office building. Access 
   to these records are 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 records are retained six years after the agreement is 
   canceled or suspended.
     System manager(s) and address: 
       Director, Price Support Division, USDA/FSA, Stop 0512, 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 is provided by the individual 
   consultants, FSA employees and representatives, third party 
   observers, the Office of Inspector General and other investigatory 
   agencies.