Notice of a Modified System of Records: Privacy Act of 1974; System of Records

Summary

The U.S. Department of Agriculture (USDA) is proposing to introduce an update to the Privacy Act system of records, USDA/FNS-5, "Information on Persons Disqualified from the Supplemental Nutrition Assistance Program," which is retitled to "USDA/FNA-5, Supplemental Nutrition Assistance Program-Information on Persons Disqualified from the Supplemental Nutrition Assistance Program and on Households in the Quality Control Universe." This system is owned, administered, and secured by the Food and Nutrition Administration (FNA). The primary purpose of this system is to assist in the administration and enforcement of the Supplemental Nutrition Assistance Program (SNAP). The purpose of this modification is to clarify and expand what systems and records this system of records (SOR) covers and includes program and technical updates to the system. This includes modifying SNAP Quality Control (QC) records that had been contained in FNS-7 SORN, which will now be covered under FNA-5. All records formerly covered under USDA/FNS-7 will be maintained within SNAP-QCS and used in conjunction with the Electronic Disqualified Recipient System (eDRS) for program integrity and statutory QC requirements. Consolidation ensures continued Privacy Act coverage and eliminates duplicative SORNs. Proposed technical changes include adding another location, maintenance, and storage of records to include electronic records.

Dates

In accordance with 5 USC 552a(e)(4) and (11), this system of records notice will become effective upon publication in the Federal Register, except for the routine uses, which will become effective 30 days after publication in the Federal Register, unless USDA determines they must be changed as a result of public comment. USDA will publish any changes to the system of records notice resulting from public comment.

Request for Comments

You may submit comments by one of the following methods:

• Federal eRulemaking Portal: Go to Regulations.gov. Follow the online instructions for submitting comments.
• Mail:
  • Send SNAP Quality Control System (SNAP-QCS) comments to John McCleskey, Branch Chief, QC Branch, Program Administration and Nutrition Division Food and Nutrition Administration, 1320 Braddock Place, 5th Floor, Alexandria, Virginia 22314.
  • Send Electronic Disqualified Recipient System (eDRS) comments to Maribelle Balbes, Branch Chief, State Administration Branch, Program Administration and Nutrition Division, Food and Nutrition Administration, 1320 Braddock Place, 5th Floor; Alexandria, Virginia 22314.

Instructions: All submissions received must include the agency name and docket number for this rulemaking. All comments received will be posted without charge to http://www.regulations.gov, including any personal information provided.

Docket: For access to the docket to read background documents or comments received, go to Regulations.gov.

Supplementary Information

Pursuant to the Privacy Act, 5 USC 552a, FNA proposes to revise USDA/FNS-5, Information on Persons Disqualified from the Supplemental Nutrition Assistance Program, to expand the systems and records covered to include SNAP QC records and include program and technical updates. The SORN explains how the records within the system will be used and with whom they will be shared. This SOR is being revised to include a change to the routine uses that apply to both SNAP-QCS and eDRS records. USDA/FNS-5 currently covers personal information about individuals disqualified from participating in SNAP collected in eDRS. This SOR is being modified to include households sampled for SNAP QCS, as required in the Food and Nutrition Act of 2008 is 7 USC 2011-2031, as amended through Public Law 119-21, enacted July 4, 2025.

Elsewhere in the Federal Register, USDA is rescinding FNS-7 Quality Control Subsample of Nonassistance Households Participating in the Food Stamp Program. Consolidating USDA/FNS-7 into USDA/FNA-5 is necessary because USDA/FNS-7 is outdated and no longer reflects current SNAP Quality Control operations or systems. Records previously covered under USDA/FNS-7 will be maintained in SNAP-QCS and integrated with eDRS to support program integrity and compliance with statutory QC requirements. This action maintains Privacy Act coverage and eliminates redundant SORNs. All Privacy Act obligations, including notice, routine uses, and safeguards remain satisfied. Data includes the complete set of QC cases sampled by all states and contains the active QC sample, which is comprised of households that are participating in SNAP, and the negative QC sample, which is comprised of households that have been denied, suspended, or terminated from SNAP.¹ The information collected from these households is stored in SNAP-QCS. Proposed technical changes for both SNAP-QCS and eDRS will include adding additional details about location, maintenance, and storage of records to include electronic records.

In addition, FNA proposes to modify the SOR title of USDA/FNS-5 from, "Information on Persons Disqualified from the Supplemental Nutrition Assistance Program," to "USDA/FNA-5, Supplemental Nutrition Assistance Program-Information on Persons Disqualified and Households in the Quality Control Universe."

No Privacy Act exemptions are claimed for this SOR.

¹ Per 7 CFR 273.1(a), households are defined as an individual or groups of individuals who customarily purchase food and prepare meals for home consumption separate and apart from others; or who live together and customarily purchase food and prepare meals together for home consumption.