| 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,
Office of the Director, USDA-ARS-Facilities Construction
Management Division,
20770-1433
Area Administrative Officer, USDA-ARS-Beltsville Area, NAL
Building, 4th Floor, Room 429,
Area Administrative Officer, USDA-ARS-Mid South Area, PO Box
225,
Area Administrative Officer, USDA-ARS-Midwest Area, 1815 North
University Street,
Area Administrative Officer, USDA-ARS-North Atlantic Area, 600
Area Administrative Officer, USDA-ARS-Northern Plains Area,
Area Administrative Officer, USDA-ARS-Pacific West Area, 800
Area Administrative Officer, USDA-ARS-South Atlantic Area, P.O.
Area Administrative Officer, USDA-ARS-Southern Plains Area,
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
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,
20770-1433;Office of the Director, Facilities Construction Management
Division, USDA-ARS,
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
Francisco, USDA/ARS.
System location: USDA, ARS, Grand Forks Human Nutrition Research
Center, Northern Plains Area,
Center, Building 308, Room 223, Beltsville Agricultural Research
Center,
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
North,
Agricultural
ARS,
1110), Presidio of
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,
Ground Floors,
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,
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
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,
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,
Floors,
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,
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
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:
System manager(s) and address:
Radiological Safety Officer, Radiological Safety Staff, ARS,
USDA,
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
System location: ARS Health and
010, BARC-West,
Categories of individuals covered by the system: USDA employees and
their families that are members of the ARS Health and
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
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
Manager, ARS, USDA, Building 010, BARC-West,
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.
