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United States Department of Agriculture

Agricultural Research Service

ARS Privacy Act, Systems of Records
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Agricultural Research Service, Privacy Act, Systems of Records

 

USDA/ARS-1

USDA/ARS-2

USDA/ARS-3

USDA/ARS-4

USDA/ARS-5

 

 

USDA/ARS-1

 

System name: Solicitation of Bids or Proposals for Procurement Contracts, USDA/ARS.

 

     System location:

         Office of the Director, USDA-ARS-Contracting and Assistance

   Division, 6303 Ivy Lane, Room 838, Greenbelt, Maryland 20770-1433

 

         Office of the Director, USDA-ARS-Facilities Construction

   Management Division, 6303 Ivy Lane, Room 809, Greenbelt, Maryland

   20770-1433

 

         Area Administrative Officer, USDA-ARS-Beltsville Area, NAL

   Building, 4th Floor, Room 429, Bletsville, Maryland 20705

 

         Area Administrative Officer, USDA-ARS-Mid South Area, PO Box

   225, Stoneville Road, Stoneville, Mississippi 38776.

 

         Area Administrative Officer, USDA-ARS-Midwest Area, 1815 North

   University Street, Peoria, Illinois 61604.

 

         Area Administrative Officer, USDA-ARS-North Atlantic Area, 600

   East Mermaid Lane, Philadelphia, Pennsylvania 19118.

 

         Area Administrative Officer, USDA-ARS-Northern Plains Area,

   2625 Redwing Road, Suite 350, For Collins, Colorado 80526.

 

         Area Administrative Officer, USDA-ARS-Pacific West Area, 800

   Buchanan Street, Albany, California 94710.

 

         Area Administrative Officer, USDA-ARS-South Atlantic Area, P.O.

   Box 5677, College Station Road, Athens Georgia 30613.

 

         Area Administrative Officer, USDA-ARS-Southern Plains Area,

   7607 Eastmark Drive, College Station, Texas 77840.

 

     Categories of individuals covered by the system:

       Individuals who submit bids or proposals to furnish supplies or

   perform services under contract with ARS.

 

     Categories of records in the system:

       The system consists of files of all bids or offers received and

   awards made in regard to solicitations issued by ARS, including

   copies of actual bids or offers and modifications thereto, and

   reports or statements by bidders or offerors about their financial

   and professional or technical capabilities with respect to furnishing

   the supplies or rendering the services described in the solicitation.

 

     Authority for maintenance of the system:

       5 U.S.C. 301.

   Purpose(s):

       This information is used by the contract specialists in the day-

   to-day administration of the contracts; in deciding courses of action

   in the event of contractor default; and in handling congressional

   inquiries and protests made by other competing bidders or offerors.

 

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

     Records in this system may be disclosed: (1) To the Department of

   Justice when relevant and useful for the defense of suits against the

   United States or its officers or for the institution of suits for the

   recovery of claims by the USDA; (2) to an appropriate agency, whether

   Federal, State, or local, charged with the responsibility of

   investigating or prosecuting a violation of law 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 to such statute; (3) in response to a request

   for discovery or appearance of a witness, to the extent that what is

   disclosed is relevant to the subject matter involved in a pending

   judicial or criminal proceeding or in response to a subpoena issued

   in a proceeding before a court or adjudicative body, to the extent

   that the records requested are relevant to the proceedings; and (4)

   to a congressional office in response to an inquiry from a

   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:

       Records are maintained in file folders.

     Retrievability:

       Records are indexed by solicitation number, contract number, and

   name of contractor.

     Safeguards:

       Records are kept in locked file cabinets and offices when not in

   the custody of procurement officers or their subordinates.

     Retention and disposal:

       Records are maintained until 6 years after contract termination

   or final contract payment is made.

 

     System manager(s) and address:

       Office of the Director, Contracting and Assistance Division,

   USDA-ARS, NAL Building, 6303 Ivy Lane, Room 838, Greenbelt, Maryland

   20770-1433;Office of the Director, Facilities Construction Management

   Division, USDA-ARS, 6303 Ivy Lane, Room 809, Greenbelt, Maryland

   20770-1433; or the Area Administrative Officers at the addresses

   given herein.

 

     Notification procedure: Any individual may request information

   regarding this system of records or information as to whether the

   system contains records pertaining to him from the System Manager.

 

     Record access procedures: Any individual may gain access to a

   record in the system that pertains to him by submitting a written

   request to the System Manager.

 

     Contesting record procedures: Any individual may contest a record

   in the system that pertains to him by submitting pertinent written

   information to the System Manager.

 

     Record source categories:

       Information in this system comes from the business firm or

   individual concerned or the Small Business Administration in the case

   of small business set-aside procurements, and previous ARS records of

   procurement contracts in which the business firm or individual was

   the principal party to the contract.

 

 

USDA/ARS-2

 

System name: Research Medical Records System on Patients and

      Human Volunteers Participating in Research at the ARS Human

      Nutrition Research Centers in Grand Forks, Beltsville, and San

      Francisco, USDA/ARS.

 

     System location: USDA, ARS, Grand Forks Human Nutrition Research

   Center, Northern Plains Area, 2420 Second Avenue North, Grand Forks,

   North Dakota 58201; USDA, ARS, Beltsville Human Nutrition Research

   Center, Building 308, Room 223, Beltsville Agricultural Research

   Center, Beltsville, Maryland 20705; and USDA, ARS, Western Human

   Nutrition Research Center, PO Box 29997, (Building 1110), Presidio of

   San Francisco, California 94129.

 

     Categories of individuals covered by the system: Individuals

   participating in human research carried out by the staffs of the

   Laboratories of the Human Nutrition Research Centers.

 

     Categories of records in the system: Medical and nutritional

   histories, medical and nutritional examinations, diagnostic and

   treatment data, social and economic data, clinical laboratory data,

   statistical summaries, and correspondence.

 

     Authority for maintenance of the system:

        U.S.C. 2201, 7 U.S.C. 427

        7 U.S.C. 3101 et seq.

 

   Purpose(s):

       To analyze research findings and to prepare a report of the

   findings (the identification of individuals who participate in the

   research is not revealed in the report of research findings).

 

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses: Records in this

   system may be disclosed: (1) To the Department of Justice when

   relevant and useful for the defense of suits against the United

   States or its officers or for the institution of suits for the

   recovery of claims by the USDA; (2) to an appropriate agency, whether

   Federal, State, or local, charged with the responsibility of

   investigating or prosecuting a violation of law 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 to such statute; (3) in response to a request

   for discovery or appearance, of a witness, to the extent that what is

   disclosed is relevant to the subject matter involved in a pending

   judicial or criminal proceeding or in response to a subpoena issued

   in a proceeding before a court or adjudicative body, to the extent

   that the records requested are relevant to the proceedings; and (4)

   to a congressional office in response to an inquiry from a

   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: Records are kept in file folders or maintained on magnetic

   tapes, diskettes, or microfilm.

     Retrievability: Records are indexed by the name of the volunteer

   and a number assigned to the volunteer.

     Safeguards: Records are kept in locked file cabinets and offices.

     Retention and disposal: Clinical records are maintained for a

   period of 7 years. Scientific records are discarded at the discretion

   of the principal investigator or research leader.

     System manager(s) and address: USDA, ARS, Grand Forks Human

   Nutrition Research Center, Northern Plains Area, 2420 Second Avenue,

   North, Grand Forks, North Dakota 58201; USDA, ARS, Beltsville Human

   Nutrition Research Center, Building 308, Room 223, Beltsville

   Agricultural Research Center, Beltsville, Maryland 20705; and USDA,

   ARS, Western Human Nutrition Research Center, PO Box 29997, (Building

   1110), Presidio of San Francisco, California 94129.

 

     Notification procedure: Any individual may request information

   regarding this system of records or information as to whether the

   sytem contains records pertaining to him from the System Manager.

 

     Record access procedures: Any individual may gain access to a

   record in the system that pertains to him by submitting a written

   request to the System Manager.

 

     Contesting record procedures: Any individual may contest a record

   in the system that pertains to him by submitting pertinent written

   information to the System Manager.

 

     Record source categories: Information in this system comes

   primarily from the volunteer, health care personnel, other hospitals

   and physicians, employers, and social agencies.

 

 

USDA/ARS-3

 

System name: Dosimetry Report on Individuals in USDA Required by

      Radiological Safety Committee to Wear Radiation Exposure Measuring

      Badges when Appropriate, USDA/ARS.

 

     System location:

       Radiological Safety Staff, ARS, USDA, 6303 Ivy Lane, 5th and

   Ground Floors, Greenbelt, Maryland 20770-1433.

 

     Categories of individuals covered by the system:

       All individuals who use radioactive material and/or radiation

   equipment which emit strong beta particles, neutrons, gamma rays, or

   X-rays.

 

     Categories of records in the system:

       The system indicates individual's name, date of birth, and social

   security number; issue date; monthly beta, gamma, neutron, and X-ray

   dosages; classification of dosages as deep or shallow; and cumulative

   totals for the calendar quarter, calendar year, and lifetime.

 

     Authority for maintenance of the system:

       42 U.S.C. 2111 and 42 U.S.C. 2201(b)

 

   Purpose(s):

       The system permits the maintenance of a monthly and cumulative

   record of each badge wearer's radiation exposure.

 

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

       Records in this system may be disclosed: (1) To the Nuclear

   Regulatory Commission for review, compliance, and investigation

   purposes; (2) to a doctor, hospital, or other competent medical

   authority in event of a medical emergency involving radiation

   exposure; (3) to the Department of Labor, Veterans Administration,

   Social Security Administration, U.S. Civil Service Commission,

   Department of Defense, Federal agencies which may have special

   civilian employee retirement programs, national, State, county,

   municipal, or other publicly recognized chartiable or social security

   administration agency to adjudicate a claim for benefits under the

   Bureau of Retirement, Insurance, and Occupational Health or the

   recipient's benefit program(s), or to conduct an analytical study of

   benefits being paid under such programs; (4) to health insurance

   carriers or plans participating in Federal Employees' Health Benefits

   Program in support of a claim for health insurance benefits involving

   radiation exposure; (5) to Federal Employees' Group Life Insurance

   Program in support of a claim for life insurance benefits involving

   radiation exposure; (6) to an organization to which the individual is

   transferred, upon written request of that organization; (7) to the

   Department of Justice when relevant and useful for the defense of

   suits against the United States or its officers or for the

   institution of suits for the recovery of claims by the USDA; (8) to

   an appropriate agency, whether Federal, State, or local, charged with

   the responsibility of investigating or prosecuting a violation of law

   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 to such statute; (9) in response

   to a request for discovery or appearance of a witness, to the extent

   that what is disclosed is relevant to the subject matter involved in

   a pending judicial or criminal proceeding or in response to a

   subpoena issued in a proceeding before a court or adjudicative body,

   to the extent that the records requested are relevant to the

   proceedings; and (10) to a congressional office in response to an

   inquiry from a 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: Current system is maintained in file drawers in Radiological

   Safety Staff office. Past reports maintained in Federal Records

   Center (FRC). Microfilms of past reports maintained in FRC and in

   file cabinet in Radiological Safety Staff office. Index to the system

   is maintained on a computer system controlled by the Radiological

   Safety Staff.

     Retrievability:

       Records are indexed and accessed by social security number or

   selected by the individual's name, agency, or location.

     Safeguards: Access is limited to authorized Radiological Staff and

   contractor employees by control of access to the computers and passwords.

   Records are kept in locked file cabinets and offices.

     Retention and disposal:

       U.S. Nuclear Regulatory Commission requires retention of records

   until such time as the Commission authorizes their disposition.

 

     System manager(s) and address:

       Radiological Safety Officer, Radiological Safety Staff, ARS,

   USDA, 6303 Ivy Lane, Room 530, Greenbelt, Maryland 20770-1433.

 

     Notification procedure:

       Any individual may request information regarding this system of

   records or information as to whether the system contains records

   pertaining to him from the System Manager.

 

     Record access procedures:

       Any individual may gain access to a record in a system that

   pertains to him by submitting a written request to the System

   Manager.

 

     Contesting record procedures:

       Any individual may contest a record in the system that pertains

   to him by submitting pertinent written information to the System

   Manager.

 

     Record source categories:

       Personal information about each individual is provided by the

   individual. Dosimetry information is provided by a commercial

   supplier of personal dosimeters under contract with USDA who

   routinely receives, processes, and evaluates the dosimeters and

   furnishes the System Manager with the appropriate information.

 

 

USDA/ARS-4

 

System name: Education and Radiation Training and Experience

      Reports on Persons in USDA Using Radioactive Materials and/or

      Equipment which Emit Ionizing Radiation, USDA/ARS.

 

     System location:

       Radiological Safety Staff, ARS, USDA, 6303 Ivy Lane, 5th Ground

   Floors, Greenbelt, Maryland 20770-1433.

 

     Categories of individuals covered by the system:

       All persons in USDA who are responsible for, or independent users

   of, radioactive materials and/or equipment which emit ionizing

   radiation.

 

     Categories of records in the system:

       The system consists of information on a person's educational

   background including formal courses and on-the-job training in

   radiation; experience in actual use of radioactive materials and/or

   equipment which emit ionizing radiation; experience in the use of

   radiation detection and measuring instrumentation; and additional

   information such as pertinent publications, speeches, etc., which

   will assist in the evaluation of a person's qualifications to safely

   use radioactive materials and/or equipment which emit ionizing

   radiation to protect his health and to minimize danger to life or

   property.

 

     Authority for maintenance of the system:

       42 U.S.C. 2111 and 42 U.S.C. 2201(b).

 

   Purpose(s):

       The system is used by the Department's Radiological Safety

   Committee and Radiological Safety Staff in its determination to

   approve or deny a person's procurement and use of potentially

   hazardous radioactive materials and/or equipment which emit ionizing

   radiation. When applicable, the system supplies information for

   maintenance of required radiation exposure records on persons who are

   required to wear personnel monitoring devices while using radioactive

   materials and/or equipment which emit ionizing radiation.

 

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

       Records in this system may be disclosed: (1) To the Nuclear

   Regulatory Commission for review, compliance, and investigation

   purposes; (2) to the Department of Labor, Veterans Administration,

   Social Security Administration, U.S. Civil Service Commission,

   Department of Defense, Federal agencies which may have special

   civilian employee retirement programs, national, State, county,

   municipal, or other publicly recognized charitable or social security

   administration agency to adjudicate a claim for benefits under the

   Bureau of Retirement, Insurance, and Occupational Health or the

   recipient's benefit program(s) or to conduct an analytical study of

   benefits being paid under such programs; (3) to health insurance

   carriers or plans participating in Federal Employees' Health Benefits

   Program in support of a claim for health insurance benefits involving

   radiation exposure; (4) to Federal Employees' Group Life Insurance

   Program in support of a claim for life insurance benefits involving

   radiation exposure; (5) disclosed to an organization to which the

   individual in transferred, upon written request of that organization;

   (6) to the Department of Justice when relevant and useful for the

   defense of suits against the United States or its officers or for the

   institution of suits for the recovery of claims by the USDA; (7) to

   an appropriate agency, whether Federal, State, or local, charged with

   the responsibility of investigating or prosecuting a violation of law

   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 to such statute; (8) in response

   to a request for discovery or appearance of a witness, to the extent

   that what is disclosed is relevant to the subject matter involved in

   a pending judicial or criminal proceeding or in response to a

   subpoena issued in a proceeding before a court or adjudicative body,

   to the extent that the records requested are relevant to the

   proceedings; and (10) to a congressional office in response to an

   inquiry from a 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: Records are stored in file folders or maintained on computer

   disks, computer printouts, microfilm, and microfiche. Information

   will be transmitted and stored on USDA and contractor computers.

     Retrievability: Records are indexed and accessed by individual's name, assigned code number, city, and State.

     Safeguards: Access is limited to authorized Radiological Safety Staff and contractor employees by control of access to the computers and  passwords. Records are kept in locked file cabinets and offices.

     Retention and disposal: U.S. Nuclear Regulatory Commission requires retention of records until such time as the Commission authorizes their disposal.

 

     System manager(s) and address:

   Radiological Safety Officer, Radiological Safety Staff, ARS,

   USDA, 6303 Ivy Lane, Greenbelt, Maryland 20770-1433.

 

     Notification procedure:

     Any individual may request information regarding this system of

   records or information as to whether the system contains records

   pertaining to him from the System Manager.

 

     Record access procedures:

       Any individual gain access to a record in the system that

   pertains to him by submitting a written request to the System

   Manager.

 

     Contesting record procedures:

       Any individual may contest a record in the system that pertains

   to him by submitting pertinent written information to the System

   Manager.

 

     Record source categories:

       Personal information about each individual is provided by the

   individual. Dosimetry information is provided by a commercial

   supplier of personal dosimeters under contract with USDA who

   routinely receives, processes, and evaluates the dosimeters and

   furnishes the System Manager with the appropriate information.

 

 

USDA/ARS-5

 

System name: ARS Health and Fitness Center, USDA/ARS.

 

     System location: ARS Health and Fitness Center, ARS, USDA, Building

   010, BARC-West, Beltsville, Maryland 20705.

 

     Categories of individuals covered by the system: USDA employees and

   their families that are members of the ARS Health and Fitness Center.

 

     Categories of records in the system: The system contains the

   member's name, date of birth, office and home address, medical

   history, general health information, and physicians name and phone

   number.

 

     Authority for maintenance of the system:

        5 U.S.C. 301

 

   Purpose(s):

       The information is made available to the staff at the ARS Health

   and Fitness Center to monitor the health and physical fitness of the

   members.

 

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses: Records in this

   system may be disclosed: (1) To the Department of Justice when

   relevant and useful for the defense of suits against the United

   States or its officers or for the institution of suits for the

   recovery of claims by the USDA; (2) to an appropriate agency, whether

   Federal, State, or local, charged with the responsibility of

   investigating or prosecuting a violation of law 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 to such statute; (3) in response to a request

   for discovery or appearance of a witness, to the extent that what is

   disclosed is relevant to the subject matter involved in a pending

   judicial or criminal proceeding or in response to a subpoena issued

   in a proceeding before a court or adjudicative body, to the extent

   that the records requested are relevant to the proceedings; and (4)

   to a congressional office in response to an inquiry from a

   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: Records are maintained in file cabinets.

     Retrievability: Records are indexed alphabetically by name of the

   member.

     Safeguards: The records are kept in a locked office.

     Retention and disposal: Records are maintained until the member

   cancels his/her membership.

 

     System manager(s) and address: ARS Health and Fitness Center

   Manager, ARS, USDA, Building 010, BARC-West, Beltsville, Maryland

   20705.

 

     Notification procedure: Any individual may request information

   regarding this system of records or information as to whether the

   system contains records pertaining to him from the System Manager.

 

     Record access procedures: Any individual may gain access to a

   record in the system that pertains to him by submitting a written

   request to the System Manager.

 

     Contesting record procedures: Any individual may contest a record

   in the system that pertains to him by submitting pertinent written

   information to the System Manager.

 

     Record source categories: Information in this system comes directly

   from the individual.

 


Last Modified: 8/11/2005
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