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United States Department of Agriculture

Agricultural Research Service

NASS Privacy Act, Systems of Records
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National Agricultural Statistic Service, Privacy Act, Systems of Records

 

USDA/NASS-1

USDA/NASS-2

USDA/NASS-3

USDA/NASS-4

USDA/NASS-5

USDA/NASS-6

 

 

 

USDA/NASS-1

 

System name: Administrative Records Systems, USDA/NASS.

 

     System location:

       Input records are located in Headquarters (Washington, DC) and

   State Statistical Offices at the following locations:

 

         Montgomery, AL 36104

         Palmer, AK 99645

         Phoenix, AZ 85012

         Little Rock, AR 72201

         Sacramento, CA 95814

         Lakewood, CO 80215

         Dover, DE 19901

         Orlando, FL 32803

         Athens, GA 30613

         Honolulu, HI 96814

         Boise, ID 83712

         Springfield, IL 62702

         West Lafayette, IN 47907

         Des Moines, IA 50309

         Topeka, KS 66683

         Louisville, KY 40202

         Baton Rouge, LA 70806

         Annapolis, MD 21401

         Lansing, MI 48904

         St. Paul, MN 55107

         Jackson, MS 39204

         Columbia, MO 65202

         Helena, MT 59626

         Lincoln, NE 68508

         Reno, NV 89557

         Concord, NH 03301

         Trenton, NJ 08625

         Las Cruces, NM 88001

         Albany, NY 12235

         Raleigh, NC 27611

         Fargo, ND 58102

         Columbus, OH 43215

         Oklahoma City, OK 73105

         Portland, OR 97204

         Harrisburg, PA 17110

         Columbia, SC 29201

         Sioux Falls, SD 57117

         Nashville, TN 37204

         Austin, TX 78701

         Salt Lake City, UT 84116

         Richmond, VA 23219

         Olympia, WA 98501

         Charleston, WV 25312

         Madison, WI 53713

         Cheyenne, WY 82001

 

       Addresses of each State Statistical Office are listed in the

   telephone directories of the respective cities, under the heading

   ``United States Government, Department of Agriculture, National

   Agricultural Statistics Service (NASS),'' or ``(State) Agricultural

   Statistics Service.'' Magnetic tapes are located in the Martin

   Marietta Data System (MMDS) file, Orlando, Florida.

 

     Categories of individuals covered by the system:

       All Federal and State employees of NASS and employees of the

   National Association of State Departments of Agriculture (NASDA) who

   work on NASS surveys.

 

     Categories of records in the system:

       Employee's name, home address, telephone number, Social Security

   Number, salary rate, accumulated salary for the year, accumulated

   hours worked, and accumulated travel expenses which include per diem,

   travel, and total miles traveled.

 

     Authority for maintenance of the system:

       5 U.S.C. 301 and 7 U.S.C. 2204.

 

   Purpose(s):

       To maintain a record of earnings for each NASS and NASDA employee

   who works on NASS surveys.

 

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

       (1) Information in the system for NASDA employees is made

   available to the contractor chosen to process and disburse salary and

   travel checks.

       (2) Disclosure may be made to the Department of Justice (DOJ), to

   a court, or other tribunal, or another party before such tribunal,

   when NASS, any component thereof, or any employee of NASS in his or

   her official capacity, any NASS employee in his or her individual

   capacity where DOJ (or NASS where it is authorized to do so) has

   agreed to represent the employee, or the United States where NASS

   determines that the litigation is likely to directly affect the

   operations of NASS or any of its components, is a party to litigation

   or has an interest in such litigation, and NASS determines that the

   use of such records by DOJ, the court or other tribunal, or the other

   party before such tribunal is relevant and necessary to the

   litigation, provided, however, that in each case, NASS determines

   that such disclosure is compatible with the purposes for which the

   records were collected.

       (3) Disclosure may be made to a congressional office from the

   record of an individual in response to an inquiry from the

   congressional office made at the request of that individual.

       (4) Disclosure may be made to a private firm for the purpose of

   collating, analyzing, aggregating, or otherwise maintaining or

   servicing the records in the system. Such contractor will be required

   to maintain Privacy Act safeguards with respect to the records.

       (5) Disclosure may be made to State Statistical Office employees

   performing functions for NASS pursuant to agreements between NASS and

   their respective State governments.

 

     Policies and practices for storing, retrieving, accessing,

   retaining, and disposing of records in the system:

     Storage:

       Source documents (ADM-008, ADM-009, and NAS-011) are retained in

   the State Statistical Offices specified above. Machine readable data

   are located in MMDS file, Orlando, Florida. Each office is able to

   access only its own files.

     Retrievability:

       The master employee file is indexed by employee number assigned

   by each Headquarters and State Statistical Office.

     Safeguards:

       Source documents are kept in file cabinets in the offices listed

   above. These offices are always locked when unoccupied. Magnetic

   tapes are stored in an area to which access is limited to authorized

   personnel of MMDS network. The NASS contract with MMDS contains

   provisions for (1) Network Data Integrity and Security, (2) Physical

   Security, and (3) Data Security.

     Retention and disposal:

       Two files in this system are handled in the following manner:

       (1) Biweekly data file--After initial usage, storage on tape and

   retained for 1 year.

       (2) Master employee data file--Inactive employee records are

   deleted at the end of each fiscal year.

 

     System manager(s) and address:

       Administrator, NASS, USDA, Washington, DC 20250-2000, or the

   State Statistician for each State Statistical Office at the address

   specified above.

 

     Notification procedure:

       Any individual working in a NASS office or as a NASDA employee on

   a NASS survey since 1975 may request information as to whether this

   system contains records pertaining to him or her by contacting the

   system manager at the address specified above. The written request

   for information should contain: Name, address, name of system of

   records, and most recent dates of employment with NASS or NASDA.

 

     Record access procedures:

       Same as notification procedure.

 

     Contesting record procedures:

       Any individual may obtain information as to the procedures for

   contesting a record in this system which pertains to him or her by

   submitting a request to the system manager specified above.

 

     Record source categories:

       Information in this system comes from time and mileage forms

   (ADM-008, ADM-009, and NAS-011), attendance forms, and employment

   forms (SF-171 and NAS-001).

 

     Exemptions claimed for the system:

       None.

 

 

USDA/NASS-2

 

System name: Agricultural Survey Program, USDA/NASS.

 

     System location:

       Completed survey questionnaire forms are located in State

   Statistical Offices at the following locations:

 

         Montgomery, AL 36104

         Phoenix, AZ 85012

         Little Rock, AR 72201

         Sacramento, CA 95814

         Lakewood, CO 80215

         Orlando, FL 32803

         Athens, GA 30613

         Honolulu, HI 96814

         Boise, ID 83712

         Springfield, IL 62702

         West Lafayette, IN 47907

         Des Moines, IA 50309

         Topeka, KS 66683

         Louisville, KY 40202

         Baton Rouge, LA 70806

         Annapolis, MD 21401

         Lansing, MI 48904

         St. Paul, MN 55107

         Jackson, MS 39204

         Columbia, MO 65202

         Helena, MT 59626

         Lincoln, NE 68508

         Reno, NV 89557

         Concord, NH 03301

         Trenton, NJ 08625

         Las Cruces, NM 88001

         Albany, NY 12235

         Raleigh, NC 27611

         Fargo, ND 58102

         Columbus, OH 43215

         Oklahoma City, OK 73105

         Portland, OR 97204

         Harrisburg, PA 17110

         Columbia, SC 29201

         Sioux Falls, SD 57117

         Nashville, TN 37204

         Austin, TX 78701

         Salt Lake City, UT 84116

         Richmond, VA 23219

         Olympia, WA 98501

         Charleston, WV 25312

         Madison, WI 53713

         Cheyenne, WY 82001

 

       Addresses of each State Statistical Office are listed in the

   telephone directories of the respective cities under the heading

   ``United States Government, Department of Agriculture, National

   Agricultural Statistics Service (NASS),'' or ``(State) Agricultural

   Statistics Service.'' Magnetic tapes are located in the Martin

   Marietta Data System (MMDS) file, Orlando, Florida.

 

     Categories of individuals covered by the system:

       Farmers and ranchers operating in selected small land areas and a

   sample of farmers and ranchers selected from the Agency's List

   Sampling Frame.

 

     Categories of records in the system:

       Farm operator's Social Security Number/Employer Identification

   Number.

 

     Authority for maintenance of the system:

       7 U.S.C. 2204.

 

   Purpose(s):

       The Farm Operator's Social Security Number/Employer

   Identification Number is requested to assist in identifying

   duplication of names on the Agency's List Frame.

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

       (1) Data are provided to the Department of Commerce, Bureau of

   the Census, for mail list evaluation for periodic Census of

   Agriculture.

       (2) Disclosure may be made to a congressional office from the

   record of an individual in response to an inquiry from the

   congressional office made at the request of that individual.

       (3) Disclosure may be made to a private firm for the purpose of

   collating, analyzing, aggregating, or otherwise maintaining or

   servicing the records in this system. Such contractor will be

   required to maintain Privacy Act safeguards with respect to the

   records.

       (4) Disclosure may be made to State Statistical Office employees

   performing functions for NASS pursuant to agreements between NASS and

   their respective State governments.

       (5) Disclosure may be made to cooperators and grantees performing

   statistical research for NASS pursuant to cooperative agreements,

   cost-reimbursement agreements, or grants between NASS and the

   respective cooperators and grantees.

 

     Policies and practices for storing, retrieving, accessing,

   retaining, and disposing of records in the system:

     Storage:

       Questionnaires are retained in the State Statistical Offices

   specified above. Machine readable data are located in the MMDS file,

   Orlando, Florida. Each office is able to access only its own files.

     Retrievability:

       Questionnaires and magnetic tapes are indexed by the location of

   the selected small land areas or by a List Sampling Frame record ID

   assigned by each office.

     Safeguards:

       Questionnaires are kept in locked file cabinets in the offices

   listed above. These offices are always locked when unoccupied.

   Magnetic tapes are stored in an area to which access is limited to

   authorized personnel of the MMDS network. The NASS contract with MMDS

   contains provisions for (1) Network Data Integrity and Security, (2)

   Physical Security, and (3) Data Security.

     Retention and disposal:

       Questionnaires are kept for 30 days after the primary survey is

   summarized. Edited raw data input for summary programs are retained

   14 months on the MMDS network and then destroyed.

 

     System manager(s) and address:

       The Deputy Administrator for operations, NASS, USDA, Washington,

   DC 20250-2000, or the State Statistician for each State Statistical

   Office at the address specified above.

 

     Notification procedure:

       Any individual may request information as to whether the system

   contains records pertaining to him or her by contacting the system

   manager at the address specified above. The request for information

   should contain: Name, address, name of system of records, and year

   that the questionnaire was completed.

 

     Record access procedures:

       Same as notification procedure.

 

     Contesting record procedures:

       Any individual may obtain information as to the procedures for

   contesting a record in this system which pertains to him or her by

   submitting a request to the system manager specified above.

 

     Record source categories:

       Information in this system comes solely from farmers and ranchers

   who responded to NASS's Agricultural Survey Program.

 

     System claimed from certain provisions of the Act:

       None.

 

 

USDA/NASS-3

 

System name: Personnel Data Base, USDA/NASS.

 

     System location:

       Input coding sheets and output listings are stored in the

   Personnel Division, Economics Management Staff, USDA, Washington, DC

   20250-3500. Magnetic tapes are located in the Martin Marietta Data

   System (MMDS) file, Orlando, Florida.

 

     Categories of individuals covered by the system:

       Employees in the following position classification series: 334,

   1529, and 1530.

 

     Categories of records in the system:

       Employee's Social Security Number, job series, grade, age,

   service computation date, beginning date of work for National

   Agricultural Statistics Service (NASS), work experience, training,

   and awards.

 

     Authority for maintenance of the system:

       5 U.S.C. 301.

 

   Purpose(s):

       To maintain an employment record on each employee of NASS in the

   classification series listed above.

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

       (1) Disclosure may be made to the Department of Justice (DOJ), to

   a court, or other tribunal, or another party before such tribunal,

   when NASS, any component thereof, or any employee of NASS in his or

   her official capacity, any NASS employee in his or her individual

   capacity where DOJ (or NASS where it is authorized to do so) has

   agreed to represent the employee, or the United States where NASS

   determines that the litigation is likely to directly affect the

   operations of NASS or any of its components, is a party to litigation

   or has an interest in such litigation, and NASS determines that the

   use of such records by DOJ, the court or other tribunal, or the other

   party before such tribunal is relevant and necessary to the

   litigation, provided, however, that in each case, NASS determines

   that such disclosure is compatible with the purposes for which the

   records were collected.

       (2) Disclosure may be made to a congressional office from the

   record of an individual in response to an inquiry from the

   congressional office made at the request of that individual.

       (3) Disclosure may be made to a private firm for the purpose of

   collating, analyzing, aggregating, or otherwise maintaining or

   servicing the records of this system. Such contractor will be

   required to maintain Privacy Act safeguards with respect to the

   records.

 

     Policies and practices for storing, retrieving, accessing,

   retaining, and disposing of records in the system:

     Storage:

       Input coding sheets and output listings are stored in the office

   specified above. Machine readable data are located in the MMDS file,

   Orlando, Florida.

     Retrievability:

       Records are indexed by Social Security Number.

     Safeguards:

       Source documents are kept in locked file cabinets in the offices

   listed above. Magnetic tapes are stored in an area to which access is

   limited to authorized personnel of the MMDS network. The NASS

   contract with MMDS contains provisions for (1) Network Data Integrity

   and Security, (2) Physical Security, and (3) Data Security.

     Retention and disposal:

       A review is made each quarter. Records which are no longer needed

   are destroyed.

 

     System manager(s) and address:

       Administrator, NASS, USDA, Washington, DC 20250-2000.

 

     Notification procedure:

       Any individual may request information as to whether the system

   contains records pertaining to him or her by contacting the system

   manager at the address specified above. A written request for

   information should contain: Name, address, name of system of records,

   and any other pertinent information that will help identify the file.

 

     Record access procedures:

       Same as notification procedure.

 

     Contesting record procedures:

       Any individual may obtain information as to the procedures for

   contesting a record in this system which pertains to him or her by

   submitting a request to the system manager specified above.

 

     Record source categories:

       Information in this system comes from SF-52, Request for

   Personnel Action; SF-182, Request, Authorization, Agreement and

   Certification of Training; and AD-287-2, Recommendation and Approval

   of Cash Award or Quality Increase.

 

     System exempted from certain provisions of the Act:

       None.

 

 

USDA/NASS-4

 

System name: Agricultural Labor Survey, USDA/NASS.

 

     System location:

       Survey questionnaires are located in State Statistical Offices at

   the following locations:

 

         Montgomery, AL 36104

         Palmer, AK 99645

         Phoenix, AZ 85012

         Little Rock, AR 72201

         Sacramento, CA 95814

         Lakewood, CO 80215

         Orlando, FL 32803

         Athens, GA 30613

         Honolulu, HI 96814

         Boise, ID 83712

         Springfield, IL 62702

         West Lafayette, IN 47907

         Des Moines, IA 50309

         Topeka, KS 66683

         Louisville, KY 40202

         Baton Rouge, LA 70806

         Annapolis, MD 21401

         Lansing, MI 48904

         St. Paul, MN 55107

         Jackson, MS 39204

         Columbia, MO 65202

         Helena, MT 59626

         Lincoln, NE 68508

         Reno, NV 89557

         Concord, NH 03301

         Trenton, NJ 08625

         Las Cruces, NM 88001

         Albany, NY 12235

         Raleigh, NC 27611

         Fargo, ND 58102

         Columbus, OH 43215

         Oklahoma City, OK 73105

         Portland, OR 97204

         Harrisburg, PA 17110

         Columbia, SC 29201

         Sioux Falls, SD 57117

         Nashville, TN 37204

         Austin, TX 78701

         Salt Lake City, UT 84116

         Richmond, VA 23219

         Olympia, WA 98501

         Charleston, WV 25312

         Madison, WI 53713

         Cheyenne, WY 82001

 

       Addresses of each State Statistical Office are listed in the

   telephone directories of the respective cities under the heading

   ``United States Government, Department of Agriculture, National

   Agricultural Statistics Service (NASS),'' or ``(State) Agricultural

   Statistics Service.'' Magnetic tapes are located in the Martin

   Marietta Data System (MMDS) file, Orlando, Florida.

 

     Categories of individuals covered by the system:

       A sample of farmers and ranchers selected from the Agency's List

   and Area Sampling Frames.

 

     Categories of records in the system:

       (1) Number of hours worked in the survey week by the farm

   operator and any partners, (2) number of unpaid family members

   working during survey week, (3) hours worked by unpaid family

   members, and (4) farm operator's Social Security Number/Employer

   Identification Number.

 

     Authority for maintenance of the system:

       7 U.S.C. 2204.

 

   Purpose(s):

       Hours worked by farm operator and unpaid family members provide a

   meaningful comparison of employment with non-agricultural sector. The

   farm operator's Social Security Number/Employer Identification Number

   is requested to assist in identifying duplication of names on the

   Agency's List Frame.

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

       (1) Disclosure may be made to a congressional office from the

   record of an individual in response to an inquiry from the

   congressional office made at the request of that individual.

       (2) Disclosure may be made to a private firm for the purpose of

   collating, analyzing, aggregating, or otherwise maintaining or

   servicing the records in this system. Such contractor will be

   required to maintain Privacy Act safeguards with respect to the

   records.

       (3) Disclosure may be made to State Statistical Office employees

   performing functions for NASS pursuant to agreements between NASS and

   their respective State governments.

       (4) Disclosure may be made to cooperators and grantees performing

   statistical research for NASS pursuant to cooperative agreements,

   cost-reimbursement agreements, or grants between NASS and the

   respective cooperators and grantees.

 

     Policies and practices for storing, retrieving, accessing,

   retaining, and disposing of records in the system:

     Storage:

       Questionnaires are retained in the State Statistical Offices

   specified above. Machine readable data are locked in the MMDS file,

   Orlando, Florida. Each office is able to access only its own files.

     Retrievability:

       Questionnaires are indexed by a List Sampling Frame record ID

   assigned by each office or the location of the selected land areas.

     Safeguards:

       Questionnaires are kept in locked file cabinets in the offices

   listed above. These offices are always locked when unoccupied.

   Magnetic tapes are stored in an area to which access is limited to

   authorized personnel of the MMDS network. The NASS contract with MMDS

   contains provisions for (1) Network Data Integrity and Security, (2)

   Physical Security, and (3) Data Security.

     Retention and disposal:

       Questionnaires are kept for a minimum of 30 days after the

   primary survey is summarized. Edited raw data input for summary

   programs are retained a minimum of 14 months on the MMDS network and

   then destroyed.

 

     System manager(s) and address:

       The Deputy Administrator for Operations, NASS, USDA, Washington,

   DC 20250-2000, or the State Statistician for each State Statistical

   Office at the address specified above.

 

     Notification procedure:

       Any individual may request information as to whether the system

   contains records pertaining to him or her by contacting the system

   manager at the address specified above. The request for information

   should contain: Name, address, name of system of records, and year

   that the questionnaire was completed.

 

     Record access procedures:

       Same as notification procedure.

 

     Contesting record procedures:

       Any individual may obtain information as to the procedures for

   contesting a record in this system which pertains to him or her by

   submitting a request to the system manager specified above.

 

     Record source categories:

       Information in this system comes solely from farmers and ranchers

   who responded to NASS's Agricultural Labor Surveys.

 

     System exempted from certain provisions of the Act:

       None.

 

 

USDA/NASS-5

 

System name: List Sampling Frame, USDA/NASS.

 

     System location:

       Input and output files are located in Headquarters (Washington,

   DC) and State Statistical Offices at the following locations:

 

         Montgomery, AL 36104

         Palmer, AK 99645

         Phoenix, AZ 85012

         Little Rock, AR 72201

         Sacramento, CA 95814

         Lakewood, CO 80215

         Dover, DE 19901

         Orlando, FL 32803

         Athens, GA 30613

         Honolulu, HI 96814

         Boise, ID 83712

         Springfield, IL 62702

         West Lafayette, IN 47907

         Des Moines, IA 50309

         Topeka, KS 66683

         Louisville, KY 40202

         Baton Rouge, LA 70806

         Annapolis, MD 21401

         Lansing, MI 48904

         St. Paul, MN 55107

         Jackson, MS 39204

         Columbia, MO 65202

         Helena, MT 59626

         Lincoln, NE 68508

         Reno, NV 89557

         Concord, NH 03301

         Trenton, NJ 08625

         Las Cruces, NM 88001

         Albany, NY 12235

         Raleigh, NC 27611

         Fargo, ND 58102

         Columbus, OH 43215

         Oklahoma City, OK 73105

         Portland, OR 97204

         Harrisburg, PA 17110

         Columbia, SC 29201

         Sious Falls, SD 57117

         Nashville, TN 37204

         Austin, TX 78701

         Salt Lake City, UT 84116

         Richmond, VA 23219

         Olympia, WA 98501

         Charleston, WV 25312

         Madison, WI 53713

         Cheyenne, WY 82001

 

       Addresses of each State Statistical Office are listed in the

   telephone directories of the respective cities under the heading

   ``United States Government, Department of Agriculture, National

   Agricultural Statistics Service (NASS),'' or ``(State) Agricultural

   Statistics Service.'' Magnetic tapes are located in the Martin

   Marietta Data System (MMDS) file, Orlando, Florida.

 

     Categories of individuals covered by the system:

       Farmers and ranchers operating farms and ranches.

 

     Categories of records in the system:

       Farm operator's Social Security Number/Employer Identification

   Number.

 

     Authority for maintenance of the system:

       7 U.S.C. 2204.

 

   Purpose(s):

       The farm operator's Social Security Number/Employer

   Identification Number is maintained to assist in identifying

   duplication of names between various probability list samples and

   NASS's area frame surveys. Social Security Numbers are also used when

   matching names currently on NASS's list sampling frame with lists

   maintained by other governmental agencies as part of the NASS list

   building and maintenance process.

 

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

       (1) Disclosure may be made to a congressional office from the

   record of an individual in response to an inquiry from the

   congressional office made at the request of that individual.

       (2) Data are provided to the Department of Commerce, Bureau of

   the Census, for mail list development for periodic Census of

   Agriculture.

       (3) Disclosure may be made to a private firm for the purpose of

   collating, analyzing, aggregating, or otherwise maintaining or

   servicing the records in this system. Such contractor will be

   required to maintain Privacy Act safeguards with respect to the

   records.

       (4) Disclosure may be made to State Statistical Office employees

   performing functions for NASS pursuant to agreements between NASS and

   their respective State governments.

       (5) Disclosure may be made to cooperators and grantees performing

   statistical research for NASS pursuant to cooperative agreements,

   cost-reimbursement agreements, or grants between NASS and the

   respective cooperators and grantees.

 

     Policies and practices for storing, retrieving, accessing,

   retaining, and disposing of records in the system:

     Storage:

       Input documents and output listings are retained in the State

   Statistical Offices specified above. Machine readable name, address

   and control data are located in the MMDS file, Orlando, Florida. Each

   office is able to access only its own files.

     Retrievability:

       List Sampling Frame names are indexed by a List Sampling Frame

   record ID assigned by each office. Each name also can be accessed by

   its Social Security Number.

     Safeguards:

       Output listings of the List Sampling Frame names are kept in

   locked file cabinets in the offices listed above. These offices are

   always locked when unoccupied. Magnetic tapes are stored in an area

   to which access is limited to authorized personnel of the MMDS

   network. The NASS contract with MMDS contains provisions for (1)

   Network Data Integrity and Security, (2) Physical Security, and (3)

   Data Security.

     Retention and disposal:

       Source documents are kept for a minimum of 30 days after the

   primary survey is summarized. The goal is to obtain information about

   each List Frame unit at least once every 5 years. If not obtained

   within this period, the unit may be removed from the active frame.

 

     System manager(s) and address:

       The Deputy Administrator for Operations, NASS, USDA, Washington,

   DC 20250-2000, or the State Statistician for each State Statistical

   Office at the address specified above.

 

     Notification procedure:

       Any individual may request information as to whether the system

   contains records pertaining to him or her by contacting the system

   manager at the address specified above. The request for information

   should contain: Name, address, name of system of records, and year

   that the questionnaire was completed.

 

     Record access procedures:

       Same as notification procedure.

 

     Contesting record procedures:

       Any individual may obtain information as to the procedures for

   contesting a record in this system which pertains to him or her by

   submitting a request to the system manager specified above.

 

     Record source categories:

       Names to update the List Frame are assembled from a variety of

   sources. Annually, data from the County Estimates Survey,

   Agricultural Survey Program, and other crop and livestock surveys are

   major sources. A Criteria questionnaire is used when Social Security

   Numbers/Employer Identification Numbers are missing or control data

   are out of date.

 

     System exempted from certain provisions of the Act:

       None.

 

USDA/NASS-6

 

System name: Farm Costs and Returns Survey, USDA/NASS.

 

     System location:

       Survey questionnaires are located in State Statistical Offices at

   the following locations:

 

         Montgomery, AL 36104

         Phoenix, AZ 85012

         Little Rock, AR 72201

         Sacramento, CA 95814

         Lakewood, CO 80215

         Orlando, FL 32803

         Athens, GA 30613

         Boise, ID 83712

         Springfield, IL 62702

         West Lafayette, IN 47907

         Des Moines, IA 50309

         Topeka, KS 66683

         Louisville, KY 40202

         Baton Rouge, LA 70806

         Annapolis, MD 21401

         Lansing, MI 48904

         St. Paul, MN 55107

         Jackson, MS 39204

         Columbia, MO 65202

         Helena, MT 59626

         Lincoln, NE 68508

         Reno, NV 89557

         Concord, NH 03301

         Trenton, NJ 08625

         Las Cruces, NM 88001

         Albany, NY 12235

         Raleigh, NC 27611

         Fargo, ND 58102

         Columbus, OH 43215

         Oklahoma City, OK 73105

         Portland, OR 97204

         Harrisburg, PA 17110

         Columbia, SC 29201

         Sioux Falls, SD 57117

         Nashville, TN 37204

         Austin, TX 78701

         Salt Lake City, UT 84116

         Richmond, VA 23219

         Olympia, WA 98501

         Charleston, WV 25312

         Madison, WI 53713

         Cheyenne, WY 82001

 

       Addresses of each State Statistical Office are listed in the

   telephone directories of the respective cities under the heading

   ``United States Government, Department of Agriculture, National

   Agricultural Statistics Service (NASS),'' or ``(State) Agricultural

   Statistics Service.'' Magnetic tapes are located in the Martin

   Marietta Data System (MMDS) file, Orlando, Florida.

 

     Categories of individuals covered by the system:

       Farmers and ranchers selected from the Agency's List Sampling

   Frame or operating in selected land areas.

 

     Categories of records in the system:

       Information on farm operator characteristics includes: (1) Age,

   (2) sex, (3) race or national origin, and (4) level of education of

   the operator and all persons living in the operator's house. The farm

   operator's Social Security Number/Employer Identification Number is

   requested. In the Labor and Wage section, the following information

   is reported: (1) Average number of hours worked per week by the

   operator; and (2) average number of hours worked per week by partners

   and unpaid family workers. Information is also reported on the

   following non-farm items: (1) Expenses such as food and household

   supplies, housing and transportation, medical expenses, and other

   family living expenses; (2) all non-farm related assets; (3) all

   other debts, and (4) off-farm income by the operator and all members

   of the operator's household.

 

     Authority for maintenance of the system:

       7 U.S.C. 2204.

 

   Purpose(s):

       Farm operator characteristics are part of the statistical

   analysis of the survey. The farm operator's Social Security Number/

   Employer Identification Number is used to identify duplication of

   names on the Agency's List Frame. Agricultural labor and wage data,

   and non-farm expenses, assets, debts, and income are part of the farm

   budget system which measures the economic well-being of farmers.

 

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

       (1) Disclosure may be made to a congressional office from the

   record of an individual in response to an inquiry from the

   congressional office made at the request of that individual.

       (2) Disclosure may be made to a private firm for the purpose of

   collating, analyzing, aggregating, or otherwise maintaining or

   servicing the records in this system. Such contractor will be

   required to maintain Privacy Act safeguards with respect to the

   records.

       (3) Disclosure may be made to State Statistical Office employees

   performing functions for NASS pursuant to agreements between NASS and

   their respective State governments.

       (4) Disclosure may be made to cooperators and grantees performing

   statistical research for NASS pursuant to cooperative agreements,

   cost-reimbursement agreements, or grants between NASS and the

   respective cooperators and grantees.

 

     Policies and practices for storing, retrieving, accessing,

   retaining, and disposing of records in the system:

     Storage: Questionnaires are retained in the State Statistical

   Offices specified above. Machine readable data are located in the

   MMDS file, Orlando, Florida. Each office is able to access only its

   own files.

     Retrievability:

       List questionnaires are indexed by a List Frame record ID

   assigned by each office. Area frame questionnaires are identified by

   location of the selected land areas.

     Safeguards:

       Questionnaires are kept in locked file cabinets in the offices

   listed above. These offices are always locked when unoccupied.

   Magnetic tapes are stored in an area to which access is limited to

   authorized personnel of the MMDS network. The NASS contract with MMDS

   contains provisions for (1) Network Date Integrity and Security, (2)

   Physical Security, and (3) Data Security.

     Retention and disposal:

       Questionnaires are kept for 30 days after the primary survey is

   summarized. Edited raw data input for summary program are retained 14

   months on the MMDS network and then destroyed.

 

     System manager(s) and address:

       The Deputy Administrator for Operations, NASS, USDA, Washington,

   DC 20250-2000, or the State Statistician for each State Statistical

   Office at the address specified above.

 

     Notification procedure:

       Any individual may request information as to whether the system

   contains records pertaining to him or her by contacting the system

   manager at the address specified above. The request for information

   should contain: Name, address, name of system of records, and year

   that the questionnaire was completed.

 

     Record access procedures:

       Same as notification procedure.

 

     Contesting record procedures:

       Any individual may obtain information as to the procedures for

   contesting a record in this system which pertains to him or her by

   submitting a request to the system manager specified above.

 

     Record source categories:

       Information in this system comes solely from farmers and ranchers

   who responded to NASS's Farm Costs and Returns Survey.

 

     System exempted from certain provisions of the Act:

       None.

 

 


Last Modified: 8/11/2005
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