WAIS Document RetrievalFrom the Privacy Act Online via GPO Access [wais.access.gpo.gov]
[DOCID:agri_001-7]                         

 USDA/FCIC-7

System name: Insurance Contract Files, USDA/FCIC.

     System location: 
       Kansas City Operations Office, Federal Crop Insurance 
   Corporation, 9435 Holmes, Kansas City, Missouri 64131 and/or various 
   service offices throughout the United States. To obtain addresses of 
   the service offices, contact: Director, Field Operations Division, 
   Washington, DC 20250.
     Categories of individuals covered by the system: 
       Individual farmers who participate in the Federal Crop Insurance 
   program are included in this system of records.
     Categories of records in the system: 
       This system consists of a complete file containing all basic 
   insurance documents; i.e., the application for insurance, the annual 
   acreage report, inspection reports, claim forms, miscellaneous 
   correspondence, etc. Selected data obtained from the basic insurance 
   documents is also maintained on magnetic tape.
     Authority for maintenance of the system: 
       7 U.S.C. 1501-1520; 7 CFR 2.73.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       (1) Referral to the appropriate agency, whether Federal, State, 
   local or foreign, charges 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) Referral 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.
       (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.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Records are maintained in individual file folders and on magnetic 
   tape.
     Retrievability: 
       Records are indexed by State, county, and policy number.
     Safeguards: 
       Records are accessible only to authorized personnel and are 
   maintained in offices which are locked during non-working hours.
     Retention and disposal: 
       Records are maintained for 3 years following cancellation of the 
   policy, except where there is an outstanding debt the file is 
   retained 5 years following the year of the debt. Paper records for 
   disposal are delivered to custodial services for disposal as waste 
   paper. Magnetic tape records are erased.
     System manager(s) and address: 
       Manager, Federal Crop Insurance Corporation, USDA, Washington, DC 
   20250.
     Notification procedure: 
       An individual may request information regarding this system of 
   records or information as to whether the system contains records 
   pertaining to such individual from the Director, Field Operations 
   Division, FCIC, Washington, DC 20250. Addresses of locations where 
   records are maintained may also be obtained from the above office.
       A request for information should contain (1) individual's name 
   and address, (2) State(s) and county(ies) where such individual 
   farms, and (3) the individual policy number(s), if known.
     Record access procedures: 
       An individual may obtain information as to the procedures for 
   gaining access to a record in the system which pertains to such 
   individual by submitting a written request to the appropriate 
   official referred to in the preceding paragraph.
     Contesting record procedures: 
       Same as access procedure.
     Record source categories: 
       Information in this system comes primarily from individual 
   insured, Federal Crop Insurance Corporation and investigative 
   personnel.