03-INFO_R00_A04, Privacy Act Operations

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FSA
HANDBOO
K

Privacy Act Operations

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For All FSA Offices

SHORT REFERENCE

3-INFO

UNITED STATES DEPARTMENT OF AGRICULTURE
Farm Service Agency
Washington, DC 20250

UNITED STATES DEPARTMENT OF AGRICULTURE
Farm Service Agency
Washington, DC 20250

Privacy Act Operations
3-INFO

Amendment 4

Approved by: Acting Administrator

Amendment Transmittal
A Reason for Amendment
The following have been withdrawn because procedure for processing appeals under the Privacy
Act is now included in 1-APP:
•
•
•
•

subparagraph 18 C
paragraph 19
Part 4
Part 5.

TC
1, 2

5-29-08

Page Control Chart
Text
3-1 through 3-6
3-9, 3-10
4-1 through 4-4 (remove)
5-1, 5-2 (remove)
5-3 (remove)

Exhibits

Page 1

.

Table of Contents
Page No.
Part 1

Basic Provisions
1
2
3
4-7

Part 2

Overview .............................................................................................................
Privacy Act ..........................................................................................................
Safeguarding Confidentiality of Records ............................................................
(Reserved)

1-1
1-2
1-3

System of Records
8
Public Notice .......................................................................................................
9
New or Altered Systems .....................................................................................
10
Collecting Information About Individuals ..........................................................
11-15 (Reserved)

Part 3

2-1
2-2
2-3

Access to Records
16
Rules of Access ...................................................................................................
17
Records Holding Office Responsibility ..............................................................
18
Privacy Act Request for Documents and Access to Records .............................
19
(Withdrawn--Amend. 4)
20
Legal Basis for Withholding Information ...........................................................
21
Conditions of Disclosure to Third Parties ...........................................................
22
Accounting for Disclosures .................................................................................
23
Fees Charged for Records ...................................................................................
24-30 (Reserved)

Part 4

3-1
3-3
3-4
3-7
3-8
3-9
3-10

(Withdrawn--Amend. 4)
31-33 (Withdrawn--Amend. 4)
34-39 (Reserved)

Part 5

(Withdrawn--Amend. 4)
40-42 (Withdrawn--Amend. 4)
43-48 (Reserved)

Part 6

Privacy Act Report
49

5-29-08

Biennial Report ...................................................................................................

3-INFO Amend. 4

6-1

TC Page 1

Table of Contents (Continued)
Exhibits
1
2
3
4
5

5-29-08

Reports, Forms, Abbreviations, and Redelegations of Authority
Definitions of Terms Used in This Handbook
(Reserved)
Systems of Records
FSA-874, Record of Disclosures of Information

3-INFO Amend. 4

TC Page 2

Par. 1
Part 1
1

Basic Provisions

Overview

A
Handbook
Purpose

B
Related
Handbooks

C
Policy

This handbook provides procedures to be followed by all offices when collecting,
maintaining, or disclosing data or information concerning an individual.

See the following handbooks for information about Privacy Act operations:
`
`

It is FSA policy to:
`
`

D
Source of
Authority

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2-INFO for information available to the public
2-AS for retention of records.

safeguard individual privacy from the misuse of Federal records
grant individuals access to records concerning themselves.

Authority for Privacy Act operations is Privacy Act of 1974, 5 U.S.C. 552a.

3-INFO Amend. 1

Page 1-1

Par. 2
2

Privacy Act

A
Privacy Act
Purpose

B
Privacy Act
Requirements

The Privacy Act of 1974, 5 U.S.C. 552a, enables an individual to:
`

determine what records Federal agencies possess that pertain to himself or
herself

`

prevent the use of such records for improper purposes

`

review and correct such records.

The Privacy Act requires Federal agencies to:
`

use care in collecting and maintaining information relating to individuals

`

make agencies and their employees subject to suit for damages that occur as a
result of violations of the Privacy Act.

Federal agencies must collect, maintain, use or disseminate records of identifiable
personal information in a manner that:
`
`
`
C
Scope of the
Privacy Act

ensures such action is for a necessary and lawful purpose
ensures that the information is current and accurate for its intended use
provides adequate safeguards to prevent misuse of this information.

The protection afforded and the rights conferred by the Privacy Act extend only to
individuals who are citizens of U.S. and aliens lawfully admitted for permanent
residence but do not extend to nonresident aliens, foreign nationals, corporations,
proprietorships, and businesses.
Continued on the next page

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3-INFO Amend. 1

Page 1-2

Par. 2
2

Privacy Act (Continued)

D
Disclosing Social
Security
Numbers

It is illegal to deny an individual any right, benefit, or privilege provided by law
because the individual refused to disclose his or her Social Security number,
unless the disclosure is required by law or regulation adopted before
January 1, 1975.
Follow procedures in 1-CM regarding the producer's identifying number when
reporting payments to IRS. This is based on IRS regulations 26 U.S.C. 6109 and
26 CFR 301.6109.1, in effect before January 1, 1975.

3

Safeguarding Confidentiality of Records

A
Agency
Responsibilities

The head of each office shall:
`

implement internal operating procedures for safeguarding the privacy of
employees, producers, applicants, borrowers, and other private individuals

`

caution employees who have access to personal information that it is not to be
disclosed by any means of communication

`

limit access to records containing personal information to those employees
who need to know to carry out their assigned duties

`

maintain under lock and key, with strictly controlled access, any record
containing information which, if the integrity is lost, may cause harm,
embarrassment, or unfairness to an individual

`

initiate disciplinary action as necessary.
Continued on the next page

5-6-97

3-INFO Amend. 1

Page 1-3

Par. 3
3

Safeguarding Confidentiality of Records (Continued)

B
Employee
Responsibilities

4-7

5-6-97

Each employee shall:
`

carry out the provisions of this handbook in whatever capacity or occasion the
employee has access to personal information

`

read and understand the entire contents of this handbook

`

refrain from unnecessary discussions of personal information with fellow
employees who have no official interest in the information.

(Reserved)

3-INFO Amend. 1

Page 1-4

Par. 8
Part 2 System of Records
8

Public Notice

A
FR Notice
Purpose

Each Federal agency that maintains a system of records must:
`
`

review the system annually
publish any changes to the system in an FR notice.

The notice informs the public of:
`
`
`
`
`
B
Published
Systems of
Records

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the existence and location of the system of records
the kinds of information maintained
the kinds of individuals on whom the information is maintained
the purposes for which the records are used
how individuals can exercise their rights under the Privacy Act.

Exhibit 4 is the Agency systems of records that have been identified and published
in FR.

3-INFO Amend. 1

Page 2-1

Par. 9
9

New or Altered Systems

A
System
Requirements

B
Change in
Routine Use

C
Responsibility
for Changes

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Before new or altered systems become effective and operational, FSA shall:
`

provide adequate advance notice to Congress and OMB

`

provide a copy of the Agency's FR notice to Congress and OMB to the Privacy
Protection Study Commission

`

publish notice in FR.

A revised public notice shall be published in FR 30 calendar days before a change
becomes effective and operational in the routine use of a system of records.

When changes in routine uses occur:
`
`

all offices shall notify Director, PAS
PAS shall provide a revised public notice to OGC for publication in FR.

3-INFO Amend. 1

Page 2-2

Par. 10
10 Collecting Information About Individuals
A
Informing the
Individual

Offices shall advise the individual before asking for data or information on the:
`

authority which authorizes the collection of the information, and whether it is
mandatory or voluntary

`

principal purposes for which the information will be used

`

routine uses which may be made of the information

`

effects on the individual, if any, for not providing the information.

When asking an individual to supply personal data or information, follow the
guidelines in this table.
Method
Requested
By form

Guidelines
Ensure that the appropriate Privacy Act statement is part of
the form that the individual is signing.
When completing forms cited, continue to issue statements
until the forms have been revised to include the statements.

By personal
interview

Orally summarize the information being requested before the
interview begins.
Provide the individual with information required in this
subparagraph using either of the following:
`
`

a statement that the individual can retain
applicable information and data forms.
Continued on the next page

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3-INFO Amend. 1

Page 2-3

Par. 10
10 Collecting Information About Individuals (Continued)
B
Office
Responsibility

Offices shall:
`

collect and maintain only such information that is relevant and necessary to
accomplish the mission of FSA required by procedures or regulations

`

purge files of records that do not belong in the files

`

collect information to the greatest extent possible from the subject individual

`

not maintain records describing how any individual exercises rights
guaranteed by the First Amendment unless expressly authorized by either of
the following:
`
`

statute
the individual on whom the information is maintained.

11-15 (Reserved)

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3-INFO Amend. 1

Page 2-4

Par. 16
Part 3
16

Access to Records

Rules of Access
A General Rules of Access
The Privacy Act does not require that the requester be granted physical access to the records.
It provides that records:
•
•

may be edited or translated if they contain information that does not concern the requester
shall not be edited or translated to withhold information about the requester.

Privacy Act requests may be made in person or in writing to the records holding office by
any person who wishes to be notified if a system of records maintained by FSA contains any
record pertaining to the subject individual.
B Requests in Writing
Requests submitted in writing shall include:
•

name of individual making request

•

name of system of records as set forth in the FR notice or some other identification, such
as form number or title of record

•

any other information specified in the FR notice

•

whether the requester wants to:
•
•

5-6-97

make a personal inspection of the records
be supplied with copies of the records by mail.

3-INFO Amend. 1

Page 3-1

Par. 16
16

Rules of Access (Continued)
C Right to Appeal Denial
Any person whose request is denied may appeal that denial to the Administrator, according
to subparagraph 18 C.
If an appeal is denied, the requester may initiate civil action in a Federal district court to seek
review of the Administrator’s denial * * *.
D Nonresponsive Records
If an access request is received for records that do not belong in the files:

5-29-08

•

do not destroy these records before processing the request

•

process the request for all records relating to the requester in existence at the time the
request was received

•

advise the requester that records were found that do not belong in the files and that they
will be removed or destroyed at a later date

•

remove improperly maintained or filed records only after the request has been fully
processed.

3-INFO Amend. 4

Page 3-2

Par. 17
17

Records Holding Office Responsibility
A Responsibilities
The head of each office that maintains a system of records shall:
•

determine initially whether to provide or withhold individual records in the custody of
that office

•

determine initially whether to amend or not to amend a record or portion of a record

•

account for certain disclosures, according to paragraph 22

•

make accounting of disclosures available to the subject of the record

•

inform any person or other agency about any correction or notation of dispute concerning
a record that has been disclosed to that person or agency

•

permit an individual who disagrees with the refusal to amend a record to request a review
of such refusal

•

provide space for the requester to inspect and/or copy records

•

provide copies of requested records

•

collect applicable fees

•

make reasonable efforts to serve notice on an individual when any record on such an
individual is made available to any person under compulsory legal process when such
process becomes a matter of public record

•

notify Director, PAS, of any of the following according to paragraph 9:
•
•
•

•

5-6-97

new systems of records
changes in routine use
other changes that may require publication of a revised public FR notice

protect personal privacy and public interest by preventing unauthorized access to FSA
records.

3-INFO Amend. 1

Page 3-3

Par. 18
18

Privacy Act Request for Documents and Access to Records
A Processing Requests
The records holding office shall:
•

acknowledge the request or appeal in writing within 10 workdays after receipt
Note: The acknowledgement shall indicate whether access will or will not be granted
and, if granted, when and where.

•

provide access within 30 calendar days if access is granted, or show good cause why it is
unable to provide access.

B Informing Requester
If the records holding office is unable to meet the deadline, inform requester of:
•
•

reasons for inability to fill request
probable date that access will be granted.

If access is granted, the requester shall be informed if a system of records contains records
about him or her and that permission is given to:
•

review these records accompanied by a person of the requester’s choosing at a specific
time and place
Note: If a requester wishes to have another person or persons present during the
inspection, the requester must provide a written statement authorizing disclosure
of the record in their presence.

•

obtain the initial copy of these records in a form understood by the requester at no charge,
according to paragraph 23.

***
19

(Withdrawn--Amend. 4)

5-29-08

3-INFO Amend. 4

Page 3-4
(through 3-6)

Par. 20
20 Legal Basis for Withholding Information
A
Civil Action or
Proceeding
Anticipated

There are 2 Privacy Act exemptions invoked by FSA in denying a request for
Privacy Act Records.
Exemption 5 U.S.C. 552a(d)(5) states, "nothing in this section shall allow an
individual access to any information compiled in reasonable anticipation of a civil
action or proceeding."
This basis for denial is relevant to material FSA has compiled in reasonable
anticipation of a civil action or proceeding where such information is developed
relative to a problem case for which the Agency intends to seek litigation. It
should also be invoked where there is a request for a tort claim file, for
investigative material prepared for OIG, or where communications with OIG or
OGC are responsive to a request.
Example: If a farm loan real estate appraisal was performed for foreclosure
proceedings, the Agency could cite 5 U.S.C. 552a(d)(5) to deny the
request under the Privacy Act. See 2-INFO, paragraph 16 to invoke
the appropriate FOIA exemption. The Agency must cite both Acts to
withhold information from the subject of the record.

B
Exemption for
Investigatory
Material

Exemption 5 U.S.C. 552a(k)(2) protects investigatory material compiled for law
enforcement purposes, provided, however, that if any individual is denied any
right, privilege, or benefit that he or she would otherwise be entitled by Federal
law, or for which he or she would otherwise be eligible, as a result of the
maintenance of such material, such material shall be provided to the subject
individual, except to the extent that the disclosure of such material would reveal
the identity of a source who provided information to the Government under an
express promise that the identity of the source would be held in confidence, or
before the effective date of this section [May 1, 1987] under an implied promise
that the identity of the source would be held in confidence.
FSA's application of this exemption may cover portions of investigatory material
compiled for law enforcement purposes given to the Agency under a promise of
confidentiality.
Examples:

Conversion and problem case reports, investigations of employee
conduct, and discrimination complaints.
Continued on the next page

5-6-97

3-INFO Amend. 1

Page 3-7

Par. 21
21 Conditions of Disclosure to Third Parties
A
General Rule

B
Exceptions to
General Rule

No personal record about an individual which is contained in a system of records
shall be disclosed by any means of communication to any person or agency
outside USDA except with prior written consent of the individual to whom the
records pertain.

Disclosure to anyone other than the subject of the record is prohibited except
when disclosure is:
`

to employees within USDA who have a need for the record in performing
their official duties

`

a mandatory disclosure to the public under FOIA, according to 2-INFO

`

to the Bureau of the Census

`

for statistical research and reporting in a form not individually identifiable

`

to the National Archives

`

for emergency circumstances
Note: When time required to obtain the consent of the individual to whomthe
record pertains might result in a delay which could impair the health or
safety of an individual. Notifications of disclosures of this type should
be transmitted to the last known address of the individual.

`

for law enforcement purposes to IRS or another governmental agency within
or under the control of U.S. for a civil or criminal law enforcement activity
when a written request is received from the agency head specifying:
`
`

5-6-97

the record desired
the law enforcement purpose for which the record is requested

`

for routine use as shown in FR notice and Exhibit 4

`

to Congress only as specified in paragraph 22

`

to GAO

`

pursuant to court order.

3-INFO Amend. 1

Page 3-8

Par. 22
22

Accounting for Disclosures
A Record of Disclosures
Offices shall maintain a record of each disclosure of records on FSA-874 containing personal
information showing the:
•

name and address of the person or other Federal agency to whom the disclosure was
made

•

date, nature, and purpose of each disclosure of a record.

The written accounting will be retained as part of the record from which disclosure was
made. See Exhibit 5.
B Disclosure Exceptions
The accounting is not required for disclosures to:
•
•
•

employees within USDA
members of the public under FOIA, unless restricted records are released under an appeal
individual requesting own records.

C Request for Accounting of Disclosures
Make accounting of disclosures available to the subject of the record upon request by the
individual.
D Disclosures to Congress
Personal records about individuals protected by the Privacy Act may be disclosed to any:

5-6-97

•

committee, joint committee, or subcommittee of the Congress

•

congressional office in response to an inquiry made at the written request of that
individual.

3-INFO Amend. 1

Page 3-9

Par. 22
22

Accounting for Disclosures (Continued)
E Retrieval of Records
Records stored in FRC and National Archives are considered to be maintained by the office
that submitted the records for storage.
The submitting office shall be responsible for any disclosure and accountability of those
records.
F Disclosure of Medical Records
Record holding officers may refuse to disclose certain medical records directly to the
individual that indicate the existence of a malignancy, a mental condition, or other disorder,
the disclosure of which would be harmful to the individual to whom the medical information
relates.
When records are requested, and such a determination is made, the head of the records
holding office shall:

23

•

ask the requester to designate a doctor to review the records and make a determination of
availability to the individual

•

transmit copies of these records to the doctor designated by the individual.

Fees Charged for Records
A Fees for Services
Use the table in 2-INFO, subparagraph 52 E to determine fees for duplicating documents,
unsuccessful searches, and other costs incurred by FSA.
Note: Only charge for copies. Do not charge fees for time spent searching for and
reviewing requested records. The fee shall be waived in all circumstances where the
amount of the fee is $25 or less.

24-30 (Reserved)
Part 4

(Withdrawn--Amend. 4)

Part 5

(Withdrawn--Amend. 4)

31-33 (Withdrawn--Amend. 4)
34-39 (Reserved)

40-42 (Withdrawn--Amend. 4)
43-48 (Reserved)
5-29-08

3-INFO Amend. 4

Page 3-10

Par. 49
Part 6 Privacy Act Report
49 Biennial Report
A
Report
Requirements

Each records holding office shall complete a biennial Privacy Act Report
(MS-272P) providing the following information.
Item

Numbers Requested

1

Individuals who request information on the existence of records
pertaining to them.
Note: Items 2 through 4 must equal item 1.

2

Requests granted in whole or in part.

3

Requests denied in whole or in part.

4

Requests for which no record was found.

5

Requests from individuals requesting that their records be
amended.
Note: Items 6 and 7 must equal item 5.

B
Due Dates

6

Amendment requests granted in whole or in part.

7

Amendment requests denied in whole or in part.

8

Appeals for refusal to amend records.

9

Individuals who sought redress through the courts.

The biennial report covers the 2 previous calendar years and shall be submitted as
follows:
`
`

County Offices to State Offices by February 1 of the reporting year
all other offices to Director, PAS by February 15 of the reporting year.
Note: State Offices shall submit reports to PAS through the Area Office.

Example: The biennial report due in 1998 will cover calendar years 1996 and
1997.

5-6-97

3-INFO Amend. 1

Page 6-1

Exhibit 1
Reports, Forms, Abbreviations, and Redelegations of Authority
Reports

This table lists the required reports in this handbook.

Report
Control
Number

Title

MS-272P

Privacy Act Report

Forms

County Offices: 2/1
All other offices: 2/15

Title
Record of Disclosures of Information

Abbreviations
Not Listed in
1-CM

None

Redelegations
of Authority

None

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Biennial

Submission
Date

Negative
Report

Reference

Yes

49

This table lists all forms referenced in this handbook.

Number
FSA-874

Reporting
Period

3-INFO Amend. 1

Display
Reference

Reference

Ex. 5

22

Page 1

Exhibit 2
Definitions of Terms Used in This Handbook
Individual

An individual is a citizen of U.S. or an alien lawfully admitted for permanent
residence.

Record

A record is any item, collection, or grouping of information about an individual
that is maintained by an agency, including, but not limited to, the individual's
education, financial information, medical history, and criminal or employment
history and that contains the individual's name, or the identifying number, symbol,
or other identifying particular assigned to the individual, such as a finger or voice
print or a photograph.

Routine Use

Routine use is the disclosure of a record for a purpose which is compatible with
the purpose for which it was collected. A proposed routine use must be published
in FR at least 30 calendar days before becoming effective. Otherwise, disclosure
outside USDA is prohibited without prior written consent from the subject of the
record.

System of
Records

A system of records is a group of any records under the control of any agency
from which information is retrieved by the name of the individual or by some
identifying number, symbol, or other identifying particular assigned to the
individual

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3-INFO Amend. 1

Page 1

Exhibit 4
(Par. 8, 21)
Systems of Records
System name:
Biographical Background, USDA/FSA-1
System location:
This system of records is under the control of the Deputy Administrator for Program Delivery and
Field Operations, FSA, USDA, Stop 0539, P.O. Box 2415, Washington, D.C. 20013. The data will be
maintained at the Kansas City Management Office, 8930 Ward Parkway, P.O. Box 419205, Kansas City,
Missouri 64141-0205; Kansas City Commodity Office, P.O. Box 419205, 9200 Ward Parkway, Kansas
City, Missouri 64141-0205; and in the appropriate State FSA office at address listed in local telephone
directory under the heading "United States Government, Department of Agriculture, Farm Service
Agency."
Categories of individuals covered by the system:
Individuals who hold key positions in FSA, guest speakers and recipients of FSA awards.
Categories of records in the system:
The information in the system consists of brief resumes of individuals' personal history.
Authority for maintenance of system:
5 U.S.C. 301.
Purpose:
To enable quick access to relevant biographical information of individuals in key positions of FSA
and certain individuals that work with FSA or who have received awards from 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 individuals, both public and private, for the purpose of introduction of individual at
speaking engagements; 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 records pertains.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders.
Retrievability:
The records are indexed by individual name.
Continued on the next page
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3-INFO Amend. 1

Page 1

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Safeguards:
The records are kept in a locked office.
Retention and disposal:
The records are retained indefinitely on a currently updated basis.
System manager(s) and address:
Director, Public Affairs Staff, USDA/FSA, Stop 0506, P.O. Box 2415, Washington, D.C.
20013-2415.
Notification procedure:
An individual may request information regarding this system of record, or information as to whether
this system contains records pertaining to such individual by contacting 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:
Directly from the individual.
Continued on the next page

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3-INFO Amend. 1

Page 2

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
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, P.O. Box 2415, Washington, D.C. 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, P.O. Box 419205, Kansas City, Missouri 64141-0205; the Kansas City Commodity Office,
P.O. 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 but 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 as 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:
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 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:
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
(1) to a cooperative marketing association approved to carry out CCC price support loan and
marketing programs only that data regarding member's and related individual's 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 a 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) only that data necessary for the BOR to administer the
Reclamation Act of 1982 as amended; such information may consist of:
`
`
`
`
`
`
`
`
`
`
`

landowners’ names
lessees’ names
lessors’ or tenants’ names
operator name
the number of acres owned, leased, and/or operated by those landowners, lessees, lessors,
tenants, or operators
the number of irrigated acres
a description of the land in question including a legal description when available
an aerial photocopy of the land in question
spouse’s name
dependent’s names
addresses of landowners, lessees, lessors, tenants, operators, spouses, and dependents
Continued on the next page

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Page 4

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
`
`
`
`
`

identification numbers of landowners, lessees, lessors, tenants, operators, spouses, and
dependents. This includes Social Security numbers or Federal employer identification
numbers.
resident/nonresident alien status of landowners, lessees, lessors, tenants, operators,
spouses, and dependents.
cropping information for individual farms and/or tracts.
multi-county producer data of landowners, lessees, lessors, tenants, operators, spouses,
and dependents.
combined entity reports of landowners, lessees, lessors, tenants, operators, spouses, and
dependents.

(8) to boards or other entities authorized by state statute to collect commodity assessments;
(9) to the Federal State 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;
Continued on the next page

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Page 5

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
(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; and
*--(20) to State or local taxing authorities or their contracted appraisal companies the name of and
address of producers for tax appraisal purposes.--*
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 may be indexed by individual name, farm number, tax identity number, Social Security
number, or loan number.
Safeguards:
Records are kept in locked Government office buildings. 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. 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:
*--Executive Director for State Operations (EDSO), FSA, USDA, Stop 0539, Washington,
DC 20250-0539.--*
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.
Continued on the next page

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Page 6

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
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 Committee and their representatives, the
Office of the 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.
System Name:
Consultants File, USDA/FSA-3
System location:
Information Technology Services Division, USDA/FSA, Stop 0580, P.O. Box 2415, Washington
D.C. 20013-2415.
Categories of individuals covered by the system:
Individuals who perform consulting services for FSA.
Categories of records in the system:
The information in this system consists of a summary of negotiations, executed contracts,
descriptions of work and of work performed, schedules and purchase orders.
Authority for maintenance of system:
5 U.S.C 301; 15 U.S.C. 714-714p.
Continued on the next page

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Page 7

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Purpose:
This system enables FSA to properly track work performed by consultants for the agency.
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 responsibility
for investigating or prosecuting a violation of law, or enforcing or implementing a statute, or
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 by 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; and
(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.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
The records are maintained in files folders at office listed above.
Retrievability:
The records may be indexed by name of the consultant or by FSA contract number.
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 for six years after the fiscal year contract is awarded.
Continued on the next page

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Page 8

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
System manager and address:
Director, Information Technology Services Division, USDA/FSA, Stop 0580, P.O. 2415,
Washington, D.C. 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 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 provided by the individual consultants, FSA employees and
representatives, third party observers, the Office of the Inspector General, and other investigatory
agencies.
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.
Continued on the next page

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Page 9

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
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 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:
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 Departme'nts 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 and address:
Director, Price Support Division, USDA/FSA, Stop 0512, P.O. 2415, Washington, D.C. 20013-2415.
Continued on the next page

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Page 10

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
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 the Inspector General and other investigatory
agencies.
System name:
County Office Employees Administrative Expense File, USDA/FSA-5
System location:
County FSA office by which individual is employed, except that some records concerning county
office employees are on file in State FSA offices and the Kansas City Management Office, 8930 Ward
Parkway, P.O. Box 419205, Kansas City, Missouri 64141-0205. The address of each FSA State and
county 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:
FSA county and community committee members and FSA representatives who are employed in
county offices.
Continued on the next page

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Page 11

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Categories of records in the system:
The information in this system contains the names of all county FSA committee members and FSA
employees and information such as: identifying number (Social Security Number), race code, sex code,
State code, county code, biweekly amount of payroll check including deduction amounts for FICA,
Federal, State and local withholding, Thrift Savings Plan, FEHBA, FEGLI (Optional), NASCO dues,
and bonds. Also records of the date of birth, CO Grade and step, service computation date, last WGI,
health code, cumulative and current retirement deduction, date severance pay ceases.
Authority for maintenance of system:
5 U.S.C. 8331, 8701, 8901; 16 U.S.C. 590h.
Purpose:
To facilitate the accounting of administrative expenses incurred by county FSA offices.
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 Internal Revenue Service as required by the Internal Revenue Code and other related
statutes;
(2) a State Revenue Board and local tax authorities as required by law;
(3) the Office of Personnel Management for fringe benefits withholdings, 5 U.S.C 8331, 8701,
8901;
(4) the Social Security Administration for FICA withholdings;
(5) the general public with respect to county committee members for the purpose of maintaining
accountability of these committee members to their constituent producers;
(6) the Federal Civilian Personnel Records Center, St. Louis, Missouri, as a permanent record of
service with FSA;
(7) 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 by rule, regulation or
order issued pursuant thereto;
Continued on the next page

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Page 12

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
(8) the Department of Justice when (a) the agency, or any component thereof; or (b) any
representative of the agency in his or her official capacity; or (c) any representative of the agency
in his or her individual capacity where the Department of Justice has agreed to represent the
individual; or (d) the United States, where the agency determines that litigation is likely to affect
the agency or any of its components, is a party to litigation or has an interest in such litigation,
and the use of such records by the Department of Justice is deemed by the agency to be relevant
and necessary to the litigation, provided, however, that in each case, the agency determines that
disclosure of the records to the Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were collected;
(9) a court or adjudicative body before which the agency is authorized to appear, when (a) the
agency, or any component thereof; (b) any representative of the agency in his or her official
capacity; (c) any representative of the agency in his or her individual capacity where the agency
has agreed to represent the individual; or (d) the United States, where the agency determines that
a litigation is likely to affect the agency or any of its components, is a party to litigation or has an
interest in such litigation, and the agency determines that use of such records is relevant and
necessary to the litigation, provided, however, that in each case, the agency determines that
disclosure of the records to the court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected;
(10) 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;
(11) a collection or servicing contractor, or a local, State, or Federal agency, when FSA
determines a referral is appropriate for servicing or collecting the debtor's account or as provided
for in contracts with servicing or collection agencies;
(12) to the Internal Revenue Service to enable it to offset against Federal income tax refunds to
satisfy past-due, legally enforceable debts owed to USDA;
(13) to "consumer reporting agencies" as defined in the Fair Credit Reporting Act
(15 U.S.C. 1681a(f)) or the Federal Claims Collection Act, as amended (31 U.S.C. 3701(a)(3));
and
(14) to local banks when savings bonds are purchased.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Continued on the next page

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Page 13

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Storage:
The records are maintained in file folders in the county office and stored in Department computer
system at the Kansas City Computer Center, 8930 Ward Parkway, P.O. Box 419205, Kansas City,
Missouri 64141-0205.
Retrievability:
The records may be indexed by social security number or by the individual's name.
Safeguards:
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 indefinitely on a currently updated basis.
System manager and address:
Director, Kansas City Management Office, 8930 Ward Parkway, P.O. Box 419205, Kansas City,
Missouri 64141-0205.
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.
Continued on the next page

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Page 14

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Record source categories:
Information in this system is provided by the individual, FSA employees and representatives, third
party observers, the Office of the Inspector General and other investigatory agencies.
System name:
County Personnel Records, USDA/FSA-6
System location:
County FSA office by which individual is employed, except that some records concerning county
office employees are on file in State FSA offices and the FSA Human Resources Division, USDA/FSA,
Stop 0590, P.O. Box 2415, Washington D.C. 20013-2415. The address of each FSA State and county
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:
FSA county and community committeemen and employees who are employed in county FSA offices.
Categories of records in the system:
Information in this system consists of personnel official records of county FSA employees including
documents such as employment applications, oaths of office, personnel actions, job descriptions,
performance data, life and health insurance forms, annual pay status records, retirement record cards,
and any other documents, letters, or records regarding the individual's employment in the county office.
Authority for maintenance of system:
5 U.S.C. 8331, 8701, 8901; 16 U.S.C. 590h.
Purpose:
This system of records is maintained to retain necessary personal records of FSA county office
employees.
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 Internal Revenue Service as required by the Internal Revenue Code and other related
statutes;
(2) to a State Revenue Board and local tax authorities as required by law;
Continued on the next page

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Page 15

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
(3) to the Office of Personnel Management for fringe benefits withholdings, 5 U.S.C 8331, 8701,
8901;
(4) to the Social Security Administration for FICA withholdings;
(5) to the general public with respect to county committee members for the purpose of
maintaining accountability of these committee members to the their constituent producers;
(6) to the Federal Civilian Personnel Records Center, St. Louis, Missouri, as a permanent record
of service with FSA;
(7) 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 by rule, regulation or
order issued pursuant thereto;
(8) to the Department of Justice when (a) the agency, or any component thereof; or (b) any
representative of the agency in his or her official capacity; or (c) any representative of the agency
in his or her individual capacity where the Department of Justice has agreed to represent the
individual: or (d) the United States, where the agency determines that litigation is likely to affect
the agency or any of its components, is a party to litigation or has an interest in such litigation,
and the use of such records by the Department of Justice is deemed by the agency to be relevant
and necessary to the litigation, provided, however, that in each case, the agency determines that
disclosure of the records to the Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were collected;
(9) to a court or adjudicative body before which the agency is authorized to appear, when (a) the
agency, or any component thereof; (b) any representative of the agency in his or her official
capacity; (c) any representative of the agency in his or her individual capacity where the agency
has agreed to represent the individual; or (d) the United States, where the agency determines that
litigation is likely to affect the agency or any of its components, is a party to litigation or has an
interest in such litigation, and the agency determines that use of such records is relevant and
necessary to the litigation, provided, however, that in each case, the agency determines that
disclosure of the records to the court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected;
Continued on the next page

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Page 16

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
(10) 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;
(11) to a collection or servicing contractor, or a local, State, or Federal agency, when FSA
determines a referral is appropriate for servicing or collecting the debtor's account or as provided
for in contracts with servicing or collection agencies;
(12) to the Internal Revenue Service to enable it to offset and satisfy past-due, legally enforceable
debts owed to USDA against Federal income tax refunds;
(13) to "consumer reporting agencies" as defined in the Fair Credit Reporting Act
(15 U.S.C. 1681a(f)) or the Federal Claims Collection Act, as amended (31 U.S.C. 3701(a)(3));
(14) to local banks when savings bonds are purchased; and
(15) to a Federal agency, in response to its request, in connection with hiring or retention of an
employee, the issuance of a security clearance, the reporting of an investigation of an employee,
the letting of a contract, or the issuance of a license or other benefit by the requesting agency, to
the extent that this information is relevant and necessary to the requesting agency's decision on
the matter.
Policies and practices for storing, retrieving, accessing, retaining, an disposing of records in the system:
Storage:
The records are maintained in file folders in the county office and stored in Department computers
and on magnetic tape at the applicable locations above.
Retrievability:
The records may be indexed by individual's name or social security number.
Safeguards:
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.
Continued on the next page

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Page 17

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Retention and disposal:
The records are retained on site for duration of employment and are transferred to Civilian Personnel
Records Center, St. Louis, Missouri, after separation. The records in county offices are kept in a locked
fireproof file in a Government office building. Other records are stored in cabinets in a locked or
secured Government office.
System manager(s) and address:
Director, Human Resources Division, USDA/FSA, Stop 0590, P.O. 2415, Washington, D.C.
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, FSA employees and representatives, the
Office of the Inspector General and other investigatory agencies.
Continued on the next page

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Page 18

Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
System name:
Employee Resources Master File, USDA/FSA-7
System location:
Kansas City Management Office, 8930 Ward Parkway, P.O. Box 419205, Kansas City,
Missouri 64141-0205.
Categories of individuals covered by the system:
Federal Employees (career, career conditional, temporary, general schedule, and wage board) who
are presently employed in the Management Office.
Categories of records in the system:
Contains names of all individuals identified in the preceding paragraph and such information as
social security number, date of birth, service date (for retirement and annual leave) pay plan, grade, step,
occupational series, and annual salary, daily salary rate, hourly salary rate, overtime hourly rate, training
course number, course sponsor, course title, hour credit, and completion date.
Authority for maintenance of system:
5 U.S.C. 301.
Purpose:
This system of records is maintained to retain necessary personnel records of FSA employees at the
Kansas City Management Office to facilitate the processing of personnel matters.
Routine uses of records maintained in the system, including categories of users and the purposes of such
uses: None.
Policies and practice for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
The records are maintained in the Department's computer system at the Kansas City Computer
Center, 8930 Ward Parkway, P.O. 419205, Kansas City, Missouri 64141-0205.
Retrievability:
The records are indexed by employee name.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Safeguards:
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 indefinitely on a currently updated basis.
System manager(s) and address:
Director, Kansas City Management Office, 8930 Ward Parkway, P.O. Box 419205, Kansas City,
Missouri 64141-0205.
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:
Summary of data maintained in the Official Personnel Folder.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
System name:
EEO Advisory Committee and Counselors, USDA/FSA-8
System location:
Office of the Deputy Administrator, Management, USDA/FSA, Stop 0561, P.O. Box 2415,
Washington D.C. 20013-2415.
Categories of individuals covered by the system:
Individuals who have been selected or considered to serve on the EEO Committee or to be an EEO
Counselor.
Categories of records in the system:
Information in this system consists of the individual's EEO qualifications.
Authority for maintenance of system:
42 U.S.C. 2000d and 2000e.
Purpose:
To facilitate the tracking of individuals who have served on EEO Committees or as EEO Counselors
as required.
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 by rule, regulation or
order issued pursuant thereto;
(2) to the Department of Justice when (a) the agency, or any component thereof; or (b) any
representative of the agency in his or her official capacity; or (c) any representative of the agency
in his or her individual capacity where the Department of Justice has agreed to represent the
individual; or (d) the United States, where the agency determines that litigation is likely to affect
the agency or any of its components, is a party to litigation or has an interest in such litigation,
and the use of such records by the Department of Justice is deemed by the agency to be relevant
and necessary to the litigation, provided, however, that in each case, the agency determines that
disclosure of the records to the Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were collected; and;
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
(3) to a court or adjudicative body before which the agency is authorized to appear, when (a) the
agency, or any component thereof; (b) any representative of the agency in his or her official
capacity; (c) any representative of the agency in his or her individual capacity where the agency
has agreed to represent the individual; or (d) the United States, where the agency determines that
litigation is likely to affect the agency or any of its components, is a party to litigation or has an
interest in such litigation, and the agency determines that use of such records is relevant and
necessary to the litigation, provided, however, that in each case, the agency determines that
disclosure of the records to the court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders and Department computer records at the office listed
above.
Retrievability:
The records may be indexed by individual name and by social security number.
Safeguards:
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 for two years after individual ceases to serve as a committee person or
counselor.
System manager(s) and address:
EEO and Civil Rights Staff, USDA/FSA, Stop 0509, P.O. 2415, Washington, D.C. 20013-2415,
telephone (202) 720-3901.
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.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
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 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 is supplied to this system by the subject individual.
System name:
Complaints and Discrimination Investigation Handled by the EEO Staff, USDA/FSA-9
System location:
Office of the Deputy Administrator, Management, USDA/FSA, Stop 0560, P.O. Box 2415,
Washington, D.C. 20013-2415, and in offices of each EEO counselor at address posted on bulletin
boards in Washington, D.C.
Categories of individuals covered by the system:
Individuals who have filed formal allegations of discrimination.
Categories of records in the system:
Preliminary inquires, audit, investigation reports and supporting material.
Authority for maintenance of system:
42 U.S.C. 2000d, 2000e, 42 U.S.C. 6101, et seq.
Purpose:
To facilitate the tracking of discrimination complaints and investigations as required.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
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 by rule, regulation or
order issued pursuant thereto;
(2) to the Department of Justice when (a) the agency, or any component thereof; or (b) any
representative of the agency in his or her official capacity; or (c) any representative of the agency
in his or her individual capacity where the Department of Justice has agreed to represent the
individual; or (d) the United States, where the agency determines that litigation is likely to affect
the agency or any of its components, is a party to litigation or has an interest in such litigation,
and the use of such records by the Department of Justice is deemed by the agency to be relevant
and necessary to the litigation, provided, however, that in each case, the agency determines that
disclosure of the records to the Department of Justice is a use of the information contained in the
records that is compatible with the purpose for which the records were collected;
(3) to a court or adjudicative body before which the agency is authorized to appear, when (a) the
agency, or any component thereof; (b) any representative of the agency in his or her official
capacity; (c) any representative of the agency in his or her individual capacity where the agency
has agreed to represent the individual; or (d) the United States, where the agency determines that
a litigation is likely to affect the agency or any of its components, is a party to litigation or has an
interest in such litigation, and the agency determines that use of such records is relevant and
necessary to the litigation, provided, however, that in each case, the agency determines that
disclosure of the records to the court is a use of the information contained in the records that is
compatible with the purpose for which the records were collected; and
(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 the individual to whom the record pertains.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders and Department computers at the offices listed above.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Retrievability:
The records are indexed by individual name.
Safeguards:
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 for three years after case is closed.
System manager and address:
Civil Rights and Small Business Development Staff, USDA/FSA, Stop 0509, P.O. 2415,
Washington, D.C. 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
requests 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:
Individual preliminary inquiries, third party observers, audit and investigation reports.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Systems exempted from certain provisions of the act:
This system has been exempted pursuant to 5 U.S.C. 552a(k) from the requirements of
5 U.S.C. 552a(c)(3)(d), (e)(1), (e)(4)(G), (H), and (I), and (f) because it consists of investigatory material
compiled for law enforcement purposes. Individual access to these files could impair investigations and
alert subjects of investigations that the activities are being scrutinized, and thus allow them time to take
measures to prevent detection of illegal action or escape prosecution. Disclosure of investigative
techniques and procedures and of existence and identity of confidential sources of information would
hamper law enforcement activity.
System name:
Investigation and Audit Reports, USDA/FSA-10
System location:
Executive Secretariat Staff, USDA/FSA, Stop 0504, P.O. Box 2415, Washington, D.C. 20013-2415,
Kansas City Commodity Office, 9200 Ward Parkway, P.O. Box 419205, Kansas City, Missouri
64141-0205, Kansas City Management Office, 8930 Ward Parkway, P.O. Box 419205, Kansas City,
Missouri 64141-0205. Each State FSA office at address listed in local telephone directory under the
heading "United States Government, Department of Agriculture, Farm Service Agency."
Categories of individuals covered by the system:
Individuals who are subjects of a formal investigation of alleged program or administrative
irregularities.
Categories of records in the system:
Information in this system consists of files on investigations and individuals, including program
documents, investigation reports, statements of observers, accident reports and agency reports.
Authority for maintenance of system:
5 U.S.C. 301.
Purpose:
To facilitate FSA's obligation to issue payments or benefits only to those who are eligible to receive
such payments or benefits under law or agreement.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
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 by 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, information 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; and
(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.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders and Department computers at the applicable addresses
listed above.
Retrievability:
The records may be indexed by name of individual being investigated or investigation case number.
Safeguards:
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:
Investigation records are retained for ten years after case is closed. Audit records are destroyed eight
years after case is closed.
System manager and address:
Director, Executive Secretariat Staff, USDA/FSA, Stop 0504, P.O. 2415, Washington, D.C.
20013-2415.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
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, FSA employees and representatives, third
party observers, the Office of the Inspector General and other investigatory agencies.
Systems exempted from certain provisions of the act:
This system has been exempted pursuant to 5 U.S.C. 552a(k)(2) from the requirements of 5 U.S.C.
552a (c)(3)(d), (e)(1), (e)(4) (G), (H), and (I) and (f) because it consists of investigatory material
compiled for law enforcement purposes. Individual access to these files could impair investigations and
alert subjects of investigations that their activities are being scrutinized, and thus allow them time to take
measures to prevent detection of illegal action or escape prosecution. Disclosure of investigative
techniques and procedures and of existence and identity of confidential sources of information would
hamper law enforcement activity.
System name:
Subsidiary Personnel, Pay and Travel Records, USDA/FSA-11
System location:
Any FSA office where individual is employed at the address shown in the local telephone directory
under the heading, "United States Government, Department of Agriculture, Farm Service Agency."
Categories of individuals covered by the system:
Individuals employed by FSA.
Continued on the next page
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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Categories of records in the system:
Information in this system consists of personnel actions, training records, performance ratings,
earning statements, time and attendance reports, travel authorizations and vouchers, payroll deduction
records, record of accountable documents charged to employee, appeal cases, and conflict of interest
statements.
Authority for maintenance of system:
5 U.S.C. 301.
Purpose:
To facilitate FSA responsibility to follow federal civil service and other applicable employment laws
and regulations.
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 prospective government employers and other prospective employers when employee gives
immediate supervisor or coworker as reference;
(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, 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 by rule, regulation or
order issued pursuant thereto;
3) to the Department of Justice when (a) the agency, or any component thereof; or (b) any
employee of the agency in his or her official capacity; or (c) any employee of the agency in his or
her individual capacity where the Department of Justice has agreed to represent the employee; or
(d) the United States, where the agency determines that litigation is likely to affect the agency or
any of its components, is a party to litigation or has an interest in such litigation, and the use of
such records by the Department of Justice is deemed by the agency to be relevant and necessary
to the litigation, provided, however, that in each case, the agency determines that disclosure of
the records to the Department of Justice is a use of the information contained in the records that
is compatible with the purpose for which the records were collected;
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
(4) in a proceeding before a court or adjudicative body before which the agency is authorized to
appear, when (a) the agency, or any component thereof; or (b) any employee of the agency in his
or her official capacity; or (c) any employee of the agency in his or her individual capacity where
the agency determines that litigation is likely to affect the agency or any of its components, is a
party to litigation or has an interest in such litigation, and the agency determines that disclosure
of the records is relevant and necessary to the litigation, provided, however, that in each case, the
agency determines that disclosure of the records to the court is a use of the information contained
in the records that is compatible with the purpose for which the records were collected;
(5) 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;
(6) to a collection or servicing contractor, or a local, State, or Federal agency, when FSA
determines a referral is appropriate for servicing or collecting the debtor's account or as provided
for in contracts with servicing or collection agencies;
(7) to the Internal Revenue Service to enable it to offset and satisfy past-due, legally enforceable
debts owed to USDA against Federal income tax refunds; and
(8) to consumer reporting agencies pursuant to 5 U.S.C. 552a(b)(12) and as defined by the Fair
Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act (31 U.S.C.
3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders and in Department computers at addresses referenced
above.
Retrievability:
The records may be indexed by name of individual employee or Social Security Number.
Safeguards:
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.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Retention and disposal:
The records are retained in active status during the employee's tenure at the organizational entity.
After transfer or separation, maintained in inactive status to be used to answer employment inquiries.
Conflict of interest statement retained 2 years after employee is separated.
System manager(s) and address:
Director, Human Resources Division, USDA/FSA, Stop 0590, P.O. 2415, Washington, D.C.
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 procedure:
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 these records is obtained directly from the employee, the Office of Personnel
Management, FSA employees and representatives, third party observers, the Office of the Inspector
General and other investigatory agencies.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
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 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, 21012111, 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:
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;
Continued on the next page
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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
(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 six years if CCC and five years if appropriated funds are
involved.
System manager(s) and address:
Director, Financial Management Division, USDA/FSA, Stop 1062, P.O. 2415, Washington, D.C.
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.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
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.
System name:
Claims Data Base (Automated), USDA/FSA-13
System location:
Kansas City Management Office, USDA/FSA, 8930 Ward Parkway, Kansas City, MO 64114.
Categories of individuals covered by the system:
Agricultural producers.
Categories of records in the system:
Information identifying the delinquent debtor, such as name, address, producer identification number
(social security number or taxpayer identification number); information relating to claim identification,
such as claim control number, which is comprised of a State and county code and an alpha-numeric
control number; codes identifying the type of claim and the basis for establishing the claim;
identification of programs under which the claim arose; date the claim arose; loan, farm or contract
number; interest rate applied to claim; the date interest on the claim starts and the principal amount of
the claim; information related to claims actions and status changes which have occurred since the claim
was initially established, such as transfers from originating FSA office to other FSA State or county
offices and referrals to the Office of the General Counsel for legal action; termination of claims actions;
changes in claim amount resulting from compromises, addition of collection or court costs and brief
remarks which identify or clarify actions being taken by the FSA office submitting the claim
information.
Continued on the next page
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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Authority for maintenance of the system:
7 U.S.C. 1281-1393; 7 U.S.C. 1421-1449 and 15 U.S.C. 714-714p.
Routine uses of records maintained in the system, including categories of users and the purposes of such
uses: USDA employees maintain and update the system with expanded claims data for assistance in
preparation of the SF-220 report (Report on Status of Accounts and Loans Receivable from the Public)
and the production of other debt management reports. 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 of enforcing or implementing
the statute, rule, regulation or order issued pursuant thereto, of any record 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;
(2) to the Department of Justice when (a) the agency, or any component thereof; or (b) any
employee of the agency in his or her official capacity; or (c) any employee of the agency in his or
her individual capacity where the Department of Justice has agreed to represent the employee; or
(d) the United States, where the agency determines that litigation is likely to affect the agency or
any of its components, is a party to litigation or has an interest in such litigation, and the use of
such records by the Department of Justice is deemed by the agency to be relevant and necessary
to the litigation, provided, however, that in each case, the agency determines that disclosure of
the records to the Department of Justice is a use of the information contained in the records that
is compatible with the purpose for which the records were collected;
(3) to a proceeding before a court or adjudicative body before which the agency is authorized to
appear, when (a) the agency, or any component thereof; or (b) any employee of the agency in his
or her official capacity; or (c) any employee of the agency in his or her individual capacity where
the agency has agreed to represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of its components, is a party to
litigation or has an interest in such litigation; and the agency determines that use of such records
is relevant and necessary to the litigation; provided, however, that in each case, the agency
determines that disclosure of the records to the court is a use of the information contained in the
records that is compatible with the purpose for which the records were collected;
(4) to a congressional office from the record of an individual in response to an inquiry from the
congressional office at the request of the individual;
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
(5) to a commercial credit reporting agency for it to make the information publicly available.
Only that information directly related to the identity of the debtor and history of the claim will be
released. Debtor information will consist of the following: The debtor's name, address, taxpayer
identification number, and other information necessary to establish the identity of the debtor; the
amount, status, and history of the claim, and the program under which the claim arose;
(6) to a collection or servicing contractor, or a local, State, or Federal agency, when FSA
determines a referral is appropriate for servicing or collecting the debtor's account or as provided
for in contracts with servicing or collection agencies;
(7) to the Internal Revenue Service to enable it to offset and satisfy past-due, legally enforceable
debts owed to USDA against Federal income tax refunds;
(8) to the Department of Defense, information regarding indebtedness, for the purpose of
conducting computer matching programs to identify and locate individuals receiving Federal
salary or benefit payments and who are delinquent in their repayment of debts owed to the U.S.
Government under certain programs administered by FSA/CCC in order to collect debts under
the provisions of the Debt Collection Act of 1982 (Pub.L. No. 97-365) by voluntary repayment,
administrative or salary offset procedures, or by collection agencies;
(9) to the United States Postal Service, information regarding indebtedness, for the purpose of
conducting computer matching programs to identify and locate individuals receiving Federal
salary or benefit payments and who are delinquent in their repayment of debts owed to the U.S.
Government under certain programs administered by FSA/CCC in order to collect debts under
the provisions of the Debt Collection Act of 1982 (Pub. L. 97-365) by voluntary repayment,
administrative or salary offset procedures, or by collection agencies.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12):
Disclosures may be made from this system to "consumer reporting agencies" as defined in the Fair
Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
Claims Data Base records are stored on disk files. The data base is duplicated on magnetic tape files.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Retrievability:
Records can be accessed by producer identification number (if available), farm number or State,
county and claim number.
Safeguards:
On-line access to data in the Claims Data Base (Automated) is controlled by password protection.
Retention and disposal:
Claim records remain on the data base for four months after a claim has been zero-balanced, at
which time the data is transferred from disk to tape files. The data is retained on tape files for one year.
Data on magnetic tape files is then written over for disposal.
System manager(s) and address:
Director, Kansas City Management Office, FSA, USDA, 8930 Ward Parkway, Kansas City,
Missouri 64114.
Notification procedure:
An individual may request information as to whether the system contains records pertaining to such
individual from the Director, Kansas City Management Office, FSA, USDA, 8930 Ward Parkway,
Kansas City, Missouri 64114. A request for information regarding an individual should include: full
name, address, ZIP code, producer identification number (if available), farm number or claim number,
and any other pertinent information to help identify the file. Before information about any record is
released, the System Manager may require the individual to provide proof of identity or require the
requester to furnish an authorization from the individual to permit release of information.
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 the 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.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Record source categories:
Records in this system come primarily from documents submitted by the FSA county office
maintaining farm records on the individual producer. Information in these records is obtained directly
from the individuals in the system.
System name:
Applicant/Borrower, USDA/FSA-14
System location:
Each Farm Service Agency (FSA) applicant's/borrower's records are located in the Agricultural
Credit Team Office, County, District, or State Office through which the financial assistance is sought or
was obtained, and electronic account records are in the Finance Office in St. Louis, Missouri. A State
Office version of the Team Office, County or District office file may be located in or accessible by the
State Office which is responsible for that Agricultural Credit Team, County or District Office.
Correspondence regarding borrowers is located in the Agricultural Credit Team, County, District, State
and National Office files. The addresses of Agricultural Credit Team, County, District and State Offices
are listed in the telephone directory of the appropriate city or town under the heading "United States
Government, Department of Agriculture, Farm Service Agency." The Finance Office is located at 1520
Market Street, St. Louis, Missouri 63103.
Categories of individuals covered by the system:
Present and former FSA applicants/borrowers and their respective household members including
members of associations.
Categories of records in the system:
The system includes files containing characteristics of applicants/borrowers and their respective
household members, such as gross and net income, sources of income, capital, assets and liabilities, net
worth, age, race, number of dependents, marital status, reference material, farm or ranch operating plans,
and property appraisals. The system also includes credit reports and personal references from credit
agencies, lenders, businesses, and individuals. In addition, a running record of observation concerning
the operations of the person being financed is included. A record of deposits to and withdrawals from an
individual's supervised bank account is also contained in those files where appropriate. In some
Agricultural Credit Team and County Offices, this record is maintained in a separate folder containing
only information relating to activity within supervised bank accounts. Some items or information are
extracted from the individual's file and placed in a card file for quick reference.
Authority for maintenance of the system:
7 U.S.C. 1921 et. seq., 42 U.S.C. 1471 et. seq., and 42 U.S. C. 2706.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
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, tribal, or foreign, charged with the
responsibility of investigating or prosecuting a violation of law, or of enforcing or implementing
a statute or a rule, regulation or order issued pursuant thereto, or of any record 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, if the information disclosed is
relevant to any enforcement, regulatory, investigative, or prosecutive responsibility of the
receiving agency;
(2) to business firms in a trade area that buy chattel or crops or sell them for commission. The
disclosure may include the name, home address, social security number, and financial
information. This is being done so that FSA may benefit from the purchaser notification
provisions of section 1324 of the Food Security Act of 1985 (7 U.S.C. 163(e)). The Act requires
that potential purchasers of farm commodities must be advised ahead of time that a lien exists in
order for the creditor to perfect its lien against such purchases;
(3) to the appropriate authority when a default involves a security interest in tribal allotted or
trust land. The disclosure may include the name, home address, and information concerning
default on loan repayment. Pursuant to the Cranston-Gonzales National Affordable Housing Act
of 1990 (42 U.S.C. 12701 et. seq.), liquidation may be pursued only after offering to transfer the
account to an eligible tribal member, the tribe, or the Indian housing authority serving the
tribe(s);
(4) to a congressional office from the record of an individual in response to an inquiry from the
congressional office made at the written request of that individual;
(5) to a collection or servicing contractor, financial institution, or a local, State, or Federal
agency, when FSA determines such referral is appropriate for servicing or collecting the
borrower's account or as provided in contracts with servicing or collection agencies. The
disclosure may include name, home address, social security number, and financial information;
(6) in a proceeding before a court or adjudicative body, when: (a) the agency or any component
thereof; or (b) any employee of the agency in his or her official capacity; or (c) any employee of
the agency in his or her individual capacity where the agency has agreed to represent the
employee; or (d) the United States is a party to litigation or has an interest in such litigation and,
by careful review, the agency determines that the records are both relevant and necessary to the
litigation, provided, however, that in each case, the agency determines that disclosure of the
records is a use of the information contained in the records that is compatible with the purpose
for which the agency collected the records;
Continued on the next page
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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
(7) to financial consultants, advisors, lending institutions, packagers, agents, and private or
commercial credit sources when FSA determines such referral is appropriate to encourage the
borrowers to refinance their FSA indebtedness as required by Title V of the Housing Act of
1949, as amended (42 U.S.C. 1471). The disclosure may include name, home address, and
financial information for selected borrowers;
(8) to the Department of Treasury, Internal Revenue Service (IRS), any legally enforceable
debt(s), to be offset against any tax refund that may become due the debtor for the tax year in
which the referral is made, in accordance with the IRS regulations at 26 CFR 301.6402-6T,
Offset of Past Due Legally Enforceable Debt Against Overpayment, and under the authority
contained in 31 U.S.C. 3720A;
(9) to the Defense Manpower Data Center, Department of Defense, and the United States Postal
Service any information regarding indebtedness, for the purpose of conducting computer
matching programs to identify and locate individuals receiving Federal salary or benefit
payments and who are delinquent in their repayment of debts owed to the U.S. Government
under certain programs administered by the FSA in order to collect debts under the provisions of
the Debt Collection Act of 1982 (5 U.S.C. 5514) by voluntary repayment, administrative or
salary offset procedures, or by collection agencies;
(10) to lending institutions any financial information when FSA determines the individual may
be financially capable of qualifying for credit with or without a guarantee. The referral may
contain name, home address, and financial information;
(11) to lending institutions that have a lien against the same property as FSA, for the purpose of
collection of the debt. These loans can be under the direct or guaranteed loan programs.
Disclosure may include names, home addresses, social security numbers, and financial
information;
(12) to private attorneys under contract with either FSA or with the Department of Justice for the
purpose of foreclosure and possession actions and collection of past due accounts in connection
with FSA loans;
(13) to the Department of Justice when: (a) the agency, or any component thereof; or (b) any
employee of the agency in his or her official capacity where the Department of Justice has agreed
to represent the employee; or (c) the United States Government, is a party to litigation or has an
interest in such litigation, and by careful review, the agency determines that the records are both
relevant and necessary to the litigation and the use of such records by the Department of Justice
is therefore deemed by the agency to be for a purpose that is compatible with the purpose for
which the agency collected the records;
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
(14) to the Department of Housing and Urban Development (HUD) as a record of location
utilized by Federal agencies for an automatic credit prescreening system. The disclosure may
include names, home addresses, social security numbers, and financial information;
(15) to the Department of Labor, State Wage Information Collection Agencies, and other Federal,
State, and local agencies, as well as those responsible for verifying information furnished to
qualify for Federal benefits, to conduct wage and benefit matching through manual and/or
automated means, for the purpose of determining compliance with Federal regulations and
appropriate servicing actions against those not entitled to program benefits, including possible
recovery of improper benefits. The disclosure may include names, home addresses, social
security numbers, and financial information; and
(16) to financial consultants, advisors, or underwriters, when FSA determines such referral is
appropriate for developing packaging and marketing strategies involving the sale of FSA loan
assets. The disclosure may include names, home addresses, and financial information.
Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12): Disclosure may be made from this system to
"consumer reporting agencies" as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the
Federal Claims Collection Act (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
Records are maintained electronically and in file folders at the Agricultural Credit Team, County,
District, State, and National Offices. A limited subset of personal, financial and characteristics data
required for effective management of the programs and borrower repayment status is maintained on disk
or magnetic tape at the Finance Office. This subset of data may be accessed by the authorized personnel
from each office.
Retrievability:
Records are indexed by name, identification number and type of loan. Data may be retrieved from
paper records or the magnetic tapes. A limited subset is available through telecommunications
capability, ranging from telephones to intelligent terminals. All FSA Agricultural Credit Team, State,
National and some county offices have the telecommunications capability available to access this subset
of data.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Safeguards:
Records are kept in locked offices at the Agricultural Credit Team, County, District, State, and
National Offices. A limited subset of data is also maintained in a tape and disk library and an on-line
retrieval system at the Finance Office. Access is restricted to authorized FSA personnel. A system
operator and terminal passwords and code numbers are used to restrict access to the online system.
Passwords and code numbers are changed as necessary.
Retention and disposal:
Records are maintained subject to the Federal Records Disposal Act of 1943 (44 U.S.C. 366--380)
and in accordance with FSA's disposal schedules. The Agricultural Credit Team, District, County, State
and National Office dispose of records by shredding, burning, or other suitable disposal methods after
established retention periods have been fulfilled. Finance Office records are disposed of by overprinting.
(Destruction methods may never compromise the confidentiality of information contained in the
records). Applications, including credit reports and personal references which are rejected, withdrawn,
or otherwise terminated, are kept in the Agricultural Credit, County, District, or State Office for 2 full
fiscal years and 1 month after the end of the fiscal year in which the application was rejected, withdrawn,
canceled, or expired. If final action was taken on the application, including an appeal, investigation, or
litigation, the application is kept for 1 full fiscal year after the end of the fiscal year in which final action
was taken. The records, including credit reports, of borrowers who have paid or otherwise satisfied their
obligations are retained at the Agricultural Credit Team, County, District, or State Office for 1 full fiscal
year after the fiscal year in which the loan was paid in full. Correspondence records at the National
Office which concern borrowers and applicants are retained for 3 full fiscal years after the last year in
which there was correspondence.
System manager(s) and address:
The Agricultural Credit Manager at the Agricultural Credit Team Office or at the County Office,
District Director at the District Office, and the State Executive Director at the State Office, the Assistant
Administrator of the Finance Office for Finance Office in St. Louis, MO, and the FSA Administrator for
the National Office at the following address: USDA/FSA Administrator, Stop 0501, P.O. 2415,
Washington, D.C. 20250-2415.
Notification procedure:
Any individual may request information regarding this system of records, or determine whether the
system contains records pertaining to themselves, from the appropriate Systems Manager. If specific
location of the record is not known, the individual should address their request to: Administrator, FSA,
Attention: Freedom of Information Officer, Stop 0506, P.O. Box 2415, Washington, D.C. 20013-2415.
A request for information should include: name, address, State and county where the loan was applied
for or approved, and particulars involved (i.e., date of request/approval, type of loan, etc.).
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Record access procedures:
Any individual may obtain information as to the procedures for gaining access to a record in this
system which pertains to themselves by submitting a written request to one of the Systems Managers.
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 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 in question, and any other pertinent information to help identify the file.
Record source categories:
Information in this system comes primarily from the borrower. Credit reports and personal
references come primarily from credit agencies and creditors.
Exemptions claimed for the system:
None.
System Name:
Designated Attorney and Escrow Agent File, USDA/FSA-15
System location:
Each designated attorney or escrow agent file is located in the Agricultural Credit Team or County
Office and State Office in the State in which they are designated. In addition, all designated attorneys
and escrow agents are listed at the National Office. The addresses of State and County offices are listed
in the telephone directory of the appropriate city or town under the heading "United States Government,
Department of Agriculture, Farm Service Agency".
Categories of individuals covered by the system:
All FSA designated attorneys and escrow agents, including those whose designations have expired
within the last year.
Categories of records in the system:
The system consists of a list of names of designated attorneys and escrow agents, and may include
comments as to whether their performance has been satisfactory.
Authority for maintenance of this system:
7 U.S.C. 1921 et. seq., 42 U.S.C. 1471 et. seq., and 5 U.S.C. 301.
Continued on the next page
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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
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 of enforcing or implementing
a statute or a rule, regulation or order issued pursuant thereto, or of any record 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;
(2) to FSA borrowers prior to loan closing and to other interested parties upon request; and
(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 that individual.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage:
Records are maintained in file folders at the appropriate location.
Retrievability:
Records are indexed by name.
Safeguards:
Records are kept in locked offices at all levels. Access at all levels is restricted to authorized FSA
personnel.
Retention and disposal:
Records are maintained subject to the Federal Records Disposal Act of 1943 (44 U.S.C. 366-380)
and in accordance with FSA's disposal schedules. Records are destroyed one year after termination of
the designation.
System manager(s) and address:
The Agricultural Credit Manager at the County level, District Director at the District level, the State
Executive Director at the State level, and the Administrator, FSA, for the National Office file at the
following address: USDA/FSA, Stop 0501, Washington, D.C. 20013-2415.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Notification procedure:
Any individual may request information regarding this system of records, or information as to
whether this system contains records pertaining to themselves from the appropriate systems manager. If
the specific location of the record is not known, the individual should address the request to the
Administrator (Attention: Freedom of Information Officer), USDA/FSA, Stop 0506, P.O. Box 2415,
Washington, D.C. 20013-2415. A request for information pertaining to an individual should contain:
name, address and State and county in which the individual was a designated attorney or escrow agent.
Records access procedures:
An individual may obtain information as to the procedures for gaining access to a record in the
system which pertains to themselves by submitting a written request to one of the Systems Managers
referred to in the preceding paragraph. 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 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 comes primarily from the subject of the file.
System name:
Graduation File, USDA/FSA-16
System location:
Each borrower's graduation file is located in the Agricultural Credit Team Office or County Office
through which the borrower obtained the loan and, in some cases, at the State Office responsible for that
Agricultural Credit Team Office or County Office. The addresses of State and County Offices are listed
in the telephone directory under the heading "United States Government, Department of Agriculture,
Farm Service Agency."
Categories of individuals covered by the system:
All FSA borrower's whose loans are eligible for review to determine the borrower should obtain
credit from other sources. All borrowers who have been in debt for at least three years on an emergency
loan, an operating loan, or a real estate loan are considered eligible for review.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Categories of records in the system:
The system consists of files containing names of borrowers eligible for review, type of loan, whether
graduation is advisable, and any communications with the borrower concerning whether the loan has
been paid off or if the borrower is unable to refinance, as well as comments of the County Committee
and the Agricultural Credit Manager.
Authority for maintenance of the system:
7 U.S.C. 1921 et. seq., 42 U.S.C. 1471 et. seq., and 5 U.S.C. 301.
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, tribal, or foreign, charged with the
responsibility of investigating or prosecuting a violation of law, or of enforcing or implementing
a statute or a rule, regulation or order issued pursuant thereto, or of any record 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, if the information disclosed is
relevant to any enforcement, regulatory, investigative, or prosecutive responsibility of the
receiving agency.
(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 that individual.
(3) to financial consultants, advisors, lending institutions, packagers, agents, and private or
commercial credit sources, when FSA determines such disclosure is appropriate to encourage
contacting selected borrowers to facilitate the refinancing of their FSA indebtedness as required
by Title V of the Housing Act of 1949, as amended.
Policies and practices for storing, retrieving, accessing, retaining and disposing of records in the system:
Storage:
Records are maintained in file folders.
Retrievability:
Records are indexed by name.
Safeguards:
Records are kept in locked offices at all offices, and access is restricted to authorized FSA personnel.
Continued on the next page

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Exhibit 4
(Par. 8, 21)
Systems of Records (Continued)
Retention and disposal:
Records are retained for three years after the list of borrowers eligible for review was received by the
Agricultural Credit Manager.
System manager(s) and addresses:
The Agricultural Credit Manager and the State Executive Director at the appropriate levels.
Notification procedure:
Any individual may request information regarding this system of records, or determine whether the
system contains records pertaining to themselves, from the appropriate Systems Manager. If specific
location of the record is not known, the individual should address their request to: Administrator, FSA,
Attention: Freedom of Information Officer, Stop 0506, P.O. Box 2415, Washington, D.C. 20013-2415.
A request for information should contain: name, address, the FSA Office where loan or was applied for
or approved and particulars involved (i.e., date of request/approval, type of loan, etc.).
Record access procedures:
Any individual may obtain information regarding the procedures for gaining access to a record in the
system which pertains to themselves by submitting a written request to one of the Systems Managers
referred to in the preceding paragraph. 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 the borrower.

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Exhibit 5
(Par. 22)
FSA-874, Record of Disclosures of Information

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Page 1