Privacy Act of 1974, as Amended; New and Revised Privacy Act Systems of Records and Deletion of Obsolete Systems of Records, 1796-1877 [06-112]
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Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 / Notices
SOCIAL SECURITY ADMINISTRATION
I. Proposed New Systems of Records
Privacy Act of 1974, as Amended; New
and Revised Privacy Act Systems of
Records and Deletion of Obsolete
Systems of Records
A. Systems of Records Adopted From
the Department of Health and Human
Services (HHS)
Under provisions of the Social
Security Independence and Program
Improvements Act of 1994 (Pub. L. 103–
296), the Social Security Administration
(SSA) became a separate Agency
independent of HHS in 1995. Prior to
becoming independent of HHS, SSA
operated under a number of Privacy Act
systems of records that applied HHSwide to all HHS components, including
SSA. Pursuant to section 106(b) of the
legislation, we have continued to
operate under those systems of records
to date. However, because we have
acquired the functions that were
covered by some of the HHS systems of
records, we have adopted these systems
of records as our own. We have made
conforming changes to the systems of
records to identify them as new SSA
systems of records. These notices of
systems of records are:
AGENCY:
Social Security Administration
(SSA).
New and altered systems of
records, new routine uses, deletion of
obsolete systems of records, revisions,
and general housekeeping changes to
system of records.
ACTION:
SUMMARY: In accordance with 5 U.S.C.
552a(e)(4) and (e)(11), we are issuing
public notice of our intent to:
(a) Establish new and altered systems
of records,
(b) Establish new routine use
disclosures,
(c) Delete obsolete systems of records,
and
(d) Make general housekeeping and
editorial changes to SSA systems of
records.
We invite public comment on these
proposals.
We filed a report of the proposed
new and altered systems of records and
new routine uses with the Chairman of
the Senate Committee on Homeland
Security and Governmental Affairs, the
Chairman of the House Committee on
Government Reform, and the Director,
Office of Information and Regulatory
Affairs, Office of Management and
Budget (OMB) on December 23, 2005.
The proposed new and altered systems
of records and routine uses will become
effective on February 1, 2006, unless we
receive comments warranting them not
to become effective.
DATES:
Interested individuals may
comment on this publication by writing
to the Executive Director, Office of
Public Disclosure, Social Security
Administration, 3–A–6 Operations
Building, 6401 Security Boulevard,
Baltimore, Maryland 21235–6401. All
comments received will be available for
public inspection at the above address.
ADDRESSES:
Mr.
Willie J. Polk, Lead Social Insurance
Specialist, Strategic Issues Team, Office
of Public Disclosure, Office of the
General Counsel, Social Security
Administration, 3–A–2 Operations
Building, 6401 Security Boulevard,
Baltimore, Maryland 21235, telephone
(410) 965–1753; e-mail:
willie.j.polk@ssa.gov.
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FOR FURTHER INFORMATION CONTACT:
SUPPLEMENTARY INFORMATION:
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1. Safety Management Information System
(SSA Accident Injury and Illness Reporting
System), 60–0228 (formerly 09–90–0005,
Safety Management Information System
(HHS) Accident Injury and Illness
Reporting System)
2. SSA Parking Management Record System,
60–0230 (formerly 09–90–0023,
Departmental Parking Control Policy and
Records System)
3. Financial Transactions of SSA Accounting
and Finance Offices, 60–0231 (formerly
09–90–0024, Financial Transactions of
HHS Accounting and Finance Offices)
4. Central Registry of Individuals Doing
Business with SSA (Vendor File), 60–0232
(formerly 09–90–0025, Central Registry of
Individuals Doing Business with HHS
(Vendor File))
5. Employee Assistance Program (EAP)
Records, 60–0234 (formerly 09–90–0010)
6. Employee Development Program Records,
60–0236 (formerly 09–90–0012, Executive
Development Records)
7. Employees’ Medical Records, 60–0237
(formerly 09–90–0013, Federal Employee’s
Occupational Health Program Records)
8. Pay, Leave and Attendance Records, 60–
0238 (formerly 09–90–0017, Pay, Leave
and Attendance Records)
9. Personnel Records in Operating Offices,
60–0239 (formerly 09–90–0018 Personnel
Records in Operating Offices)
10. Employee Suggestion Program Records,
60–0241 (formerly 09–90–0036)
11. Administrative Grievances Filed Under
Part 771 of 5 CFR, 60–0244 (formerly 09–
90–0014, Grievances filed under part 771
of 5 CFR)
12. Negotiated Grievance Procedures, 60–
0245 (formerly 09–90–0015, Grievance
Records Filed Under Procedures
Established by Labor-Management
Negotiations)
13. EEO Counselor and Investigator
Personnel Records, 60–0250 (formerly 09–
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90–0022, Volunteer EEO Support
Personnel Records)
14. Claims Under the Federal Tort Claims Act
and Military Personnel and Civilian
Employees’ Claims Act, 60–0259, (formerly
09–90–0062, Administrative Claims)
15. Attorney Applicant Files, 60–0262,
(formerly 09–90–0066, OGC Attorney
Applicant Files)
16. Litigation Docket and Tracking System,
60–0274 (formerly 09–90–9999, Automated
Litigation Tracking System)
17. Civil Rights Complaints Filed by
Members of the Public, 60–0275, (formerly
09–90–0051, Complaint Files and Logs)
B. New SSA Privacy Act System of
Records
We are combining two separate
systems of records, the Administrative
Law Judge Docket, 60–0008 and the
Hearing Office Master Docket of
Claimant Cases, 60–0184, into a single
system of records, the Hearing Office
Tracking System (HOTS) of Claimant
Cases, 60–0010. We will use HOTS for
the same purposes for which we used
Administrative Law Judge Docket, 60–
0008, and Hearing Office Master Docket
of Claimant Cases, 60–0184. We are
deleting the notices of the two systems
of records (see section II.1. below.)
II. Proposed Alterations to Existing SSA
Privacy Act Systems of Records
We are making alterations to the
following systems of records as
discussed below.
1. Master Files of Social Security
Number (SSN) Holders and SSN
Applications, 60–0058. We are
expanding the ‘‘Categories of records in
the system’’ to indicate that codes
pertaining to SSNs assigned under
certain conditions are maintained.
2. Earnings Recording and SelfEmployment Income System, 60–0059.
We are making the following changes:
• Expanding the ‘‘Categories of
records in the system’’ to include
information about individuals who
apply for a certificate of coverage
exempting them from coverage and
taxes under the social security system of
a foreign country, as provided in a
Social Security agreement between the
United States and that foreign country.
• Expanding the ‘‘Purpose(s)’’ section
of the notice of this system of records
to reflect that in connection with the
issuance of certificates of coverage,
information in this system of records is
used: (1) To determine whether an
individual who requests a certificate of
coverage, establishing a foreign coverage
exemption under a Social Security
agreement, has been issued one or more
certificates in the past; and (2) to
respond to inquiries concerning a
worker’s Social Security coverage status
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from an appropriate agency in a country
which has a Social Security agreement
with the United States.
• Adding two new routine use
disclosures (see discussion in section
III.A., items 1. and A.2. below).
3. Automated Document Control and
Retrieval System, 60–0002. We are
changing the ‘‘System name’’ from
Automated Document Control and
Retrieval System to Optical System for
Correspondence Analysis and Response.
III. Proposed New and Revised Routine
Use Disclosures
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A. Discussion of Proposed Routine Uses
We are proposing to establish new
routine use disclosures of information
that will be maintained in the systems
of records discussed below.
1. To the Department of Housing and
Urban Development (HUD) in
accordance with 26 U.S.C. 6103(l)(7),
upon written request, tax return
information (e.g., information with
respect to wages, net earnings from selfemployment, and payments of
retirement income which have been
disclosed to the Social Security
Administration), for use by HUD in an
initial or periodic review of the income
of an applicant or participant in any
HUD housing assistance program.
This proposed routine use disclosure
is applicable to the Earnings Recording
and Self-Employment Income System,
60–0059. Section 6103(l)(7) of the
Internal Revenue Code requires the
Commissioner of Social Security, upon
written request, to disclose tax return
information to HUD for the purposes
stated above. These disclosures will
allow HUD to confirm the accuracy of
tenant-reported income when
determining applicant and participant
eligibility for, and level of, housing
assistance benefits.
2. To any source that has, or is
expected to have, information that SSA
needs in order to establish or verify a
person’s eligibility for a certificate of
coverage under a Social Security
agreement authorized by section 233 of
the Social Security Act.
This proposed routine use disclosure
is applicable to the Earnings Recording
and Self-Employment Income System,
60–0059. When determining an
individual’s eligibility for a certificate of
coverage under a Social Security
agreement authorized by section 233 of
the Social Security Act, SSA must be
able to contact appropriate sources, as
necessary, for information relating to the
issuance of certificates of coverage.
3. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
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Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an agency function
relating to this system of records.
This proposed routine use disclosure
is applicable to the Financial
Transactions of SSA Accounting and
Finance Offices, 60–0231, and the
Central Registry of Individuals Doing
Business with SSA (Vendor File), 60–
0232. SSA occasionally contracts out
certain of its functions when this would
contribute to effective and efficient
operations. SSA must be able to give a
contractor whatever information the
Agency can legally provide in order for
the contractor to fulfill its duties. In
these situations, safeguards are provided
in the contract prohibiting the
contractor from using or disclosing the
information for any purpose other than
that described in the contract.
4. To Federal, State, and local law
enforcement agencies and private
security contractors, as appropriate,
information necessary:
• To enable them to protect the safety
of Social Security Administration (SSA)
employees and customers, the security
of the SSA workplace and the operation
of SSA facilities; or
• To assist investigations or
prosecutions with respect to activities
that affect such safety and security or
activities that disrupt the operation of
SSA facilities.
This proposed routine use disclosure
is applicable to the Assignment and
Correspondence Tracking (ACT)
System, 60–0001. We will disclose
information under the routine use to
law enforcement agencies and private
security contractors when the
information is needed to investigate,
prevent, or respond to activities that
jeopardize the security and safety of
SSA customers, employees or
workplaces or that otherwise disrupt the
operation of SSA facilities. Information
would also be disclosed to assist in the
prosecution of persons charged with
violating Federal or local law in
connection with such activities.
5. To the Office of the President for
the purpose of responding to an
individual pursuant to an inquiry
received from that individual or from a
third party on his/her behalf.
This proposed routine use disclosure
is applicable to the Assignment and
Correspondence Tracking (ACT)
System, 60–0001. We will disclose
information under this routine use only
in situations in which an individual
may contact the Office of the President,
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seeking that Office’s assistance in a
matter relating to the Assignment and
Correspondence Tracking (ACT)
System. Information will be disclosed
when the Office of the President makes
an inquiry and indicates that it is acting
on behalf of the individual whose
record is requested.
6. To the Department of Treasury to:
• Find out whether or not the
individual has a delinquent tax account
for the purpose of determining the
individual’s creditworthiness for the
loan in question under the Internal
Revenue Code (26 U.S.C. 6103(l)(3)(A)–
(C)), and
• Assist SSA in recovering the
collection of delinquent administrative
debts through Administrative Wage
Garnishment (AWG) (31 U.S.C. 3720D)
via the Treasury Cross Servicing
program as authorized by the Debt
Collection Improvement Act of 1996.
This proposed routine use is a
revision of existing routine use
numbered 11 that is applicable to the
system of records entitled Financial
Transactions of SSA Accounting and
Finance Offices, 60–0231. The revised
routine use will allow the disclosure of
information to the Department of
Treasury to assist SSA in collecting
delinquent administrative debts from
the wages of debtors in the private
sector.
7. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
This proposed routine use in
compliance with section 704(e)(1)(B) of
the Social Security Independence and
Program Improvements Act of 1994,
which mandates certain disclosures to
HHS components. This routine use is
applicable to the following systems of
records:
• Optical System for Correspondence
Analysis and Response, 60–0002
• Storage of Hearing Records: Tape
Cassettes and Audiograph Discs, 60–
0006
• Listing and Alphabetical Name File
(Folder) of Vocational Experts, Medical
Experts, and Other Health Care
Professional and/or Non-Health Care
Professional Experts (Medicare), 60–
0012
• Records of Usage of Medical
Experts, Vocational Experts, and Other
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Health Care Professional and/or NonHealth Care Professional Experts
(Medicare), 60–0013
• National Disability Determination
Services (NDDS) File, 60–0044
• Disability Determination Service
Consultants File, 60–0046
• Completed Determination Record—
Continuing Disability Determinations,
60–0050
• Master Files of Social Security
Number (SSN) Holders and SSN
Applications, 60–0058
• Earnings Recording and SelfEmployment Income System, 60–0059
• Congressional Inquiry File, 60–0077
• Public Inquiry Correspondence File,
60–0078
• Master Beneficiary Record, 60–0090
• Supplemental Security Income
Record and Special Veterans Benefits,
60–0103
• Non-Contributory Military Service
Reimbursement System, 60–0118
• Disability Insurance and
Supplemental Security Income
Demonstration Projects and
Experiments System, 60–0218
• Representative Disqualification/
Suspension Information System, 60–
0219
• Vocational Rehabilitation
Reimbursement Case Processing System,
60–0221
• Master Representative Payee File,
60–0222
• Personnel Records in Operating
Offices, 60–0239
• Plans for Achieving Self-Support
(PASS) Management Information
System, 60–0255 (formerly 05–009)
• Social Security Administration’s
Customer PIN/Password (PPW) Master
File System, 60–0290
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B. Compatibility of Proposed Routine
Uses
The Privacy Act (5 U.S.C. 552a(b)(3))
and our disclosure regulations (20 CFR
part 401) permit us to disclose
information under a published routine
use for a purpose which is compatible
with the purpose for which we collected
the information. Section 401.150(c) of
SSA’s regulations permits us to disclose
information under a routine use where
necessary to assist in carrying out SSA
programs or other government programs
that have the same purposes as SSA
programs. Section 401.120 of SSA’s
regulations provides that we will
disclose information when a law
specifically requires the disclosure. The
proposed routine uses are appropriate
and meet the relevant statutory and
regulatory criteria.
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IV. Housekeeping Revisions to Systems
of Records
1. Commissioner’s Correspondence
File, 60–0001. We are changing the
‘‘System name’’ from Commissioner’s
Correspondence File to Assignment and
Correspondence Tracking System (ACT)
and revising the language in the
‘‘Categories of individuals covered by
the system’’ to read ‘‘Any individual or
entity’’ rather than ‘‘person or group.’’
2. Extramural Surveys (Statistics)
System, 60–0199 and the Disability
Insurance and Supplemental Security
Income Demonstration Projects and
Experiments System, 60–0218. We are
changing the ‘‘System manager(s)’’ from
the Office of Policy, Office of Research,
Evaluation and Statistics to the Deputy
Commissioner for Disability and Income
Security Programs, Office of Program
Development and Research.
3. Listing and Alphabetical Name File
(Folder) of Vocational Experts and
Medical Advisors, 60–0012. We are
changing the ‘‘System name’’ from
Listing and Alphabetical Name File
(Folder) of Vocational Experts and
Medical Advisors to Listing and
Alphabetical Name File (Folder) of
Vocational Experts, Medical Experts,
and Other Health Care Professional and/
or Non-Health Care Professional Experts
(Medicare).
4. Records of Usage of Medical
Advisors and Vocational Experts, 60–
0013. We are changing the ‘‘System
name’’ from Records of Usage of
Medical Advisors and Vocational
Experts to Records of Usage of Medical
Experts, Vocational Experts, and Other
Health Care Professional and/or NonHealth Care Professional Experts
(Medicare).
5. Representative Disqualification/
Suspension Information System, 60–
0219. We are changing the ‘‘System
manager(s)’’ from the Office of Disability
and Income Security Programs, Office of
Hearings and Appeals to the Office of
the General Counsel.
6. Disability Determination Service
Processing File, 60–0044. We are making
the following changes:
• Changing the ‘‘System name’’ from
Disability Determination Service
Processing File to National Disability
Determination Services (NDDS) File;
• Revising the ‘‘System location’’ to
show SSA, Office of Systems as the
appropriate address of the system
location;
• Deleting the reference and citation
to ‘‘BL (Black Lung) benefits’’ from the
‘‘Categories of individuals covered by
the system,’’ ‘‘Authority for
maintenance of the system,’’ and
‘‘Purpose(s)’’ sections of the notice of
the system of records;
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• Revising the ‘‘Categories of records
in the system’’ to clarify that in addition
to the names and titles of persons
making or reviewing the determination
on a claim, we also maintain the SSNs
of the DDS personnel;
• Clarifying the language in the
‘‘Purpose(s)’’ section to read as follows:
The records are used primarily for
processing Social Security Title II
disability insurance (DI) and Title XVI
Supplemental Security Income (SSI)
disability for detecting and correcting
deficiencies and problems involved in
case processing, to track case movement
through the DDS, to respond to inquiries
on case status, and to provide recurring
and one-time management information;
and
• Updating the ‘‘Policies and
practices for storing, retrieving,
accessing, retaining and disposing of
records in the system’’ section to reflect
current storage, retention, and disposal
practices.
V. General Editorial Changes
In addition to the changes discussed
in sections II, III, and IV, we have made
editorial revisions throughout the
notices appearing in this publication to
make them accurate and up-to-date.
VI. Deletion of Obsolete Systems of
Records
Effective with this publication, we are
deleting notices for the following
systems of records for the reasons
stated.
1. Administrative Law Judge Docket of
Claimant Cases, 60–0008 (last published
in its entirety at 47 FR 45596, October
13, 1982); and Hearing Office Master
Docket of Claimant Cases, 60–0184. We
have combined these two systems of
records into a single system of records
entitled Hearing Office Tracking System
of Claimant Cases, 60–0010 (see section
I.B. above).
2. Personnel Research and Merit
Promotion Test Records, 60–0017 (last
published in its entirety at 47 FR 45601,
October 13, 1982). This system of
records is a duplication of the Office of
Personnel Management system of
records, OPM/GOVT–6, Personnel
Research and Test Validation Records.
We, therefore, are deleting the notice
from publication.
3. Employee Production and Accuracy
Records, 60–0031 (last published in its
entirety at 47 FR 45602, October 13,
1982). This system of records is
obsolete. We, therefore, will dispose of
the records in the system of records and
are deleting the notice from publication.
4. Employee Indebtedness Counseling
System, 60–0032 (last published in its
entirety at 47 FR 45603, October 13,
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1982). This system of records is
obsolete. We, therefore, will dispose of
the records in the system of records and
are deleting the notice from publication.
5. General Criminal Investigations
Files, 60–0037 (last published in its
entirety at 47 FR 45605, October 13,
1982). The functions for which this
system of records was established are
now covered by systems of records
maintained by the SSA, Office of the
Inspector General. Therefore, we are
deleting the notice from publication.
6. Claims Development Record, 60–
0066 (last published in its entirety at 47
FR 45621, October 13, 1982). The
functions for which this system of
records was established are now
covered under other SSA claims related
systems of records; e.g., the Claims
Folders System, 60–0089; the Master
Beneficiary Record, 60–0090; and
Supplemental Security Income Record
and Special Veterans Benefits, 60–0103.
Therefore, we are deleting the notice
from publication.
7. Health Insurance Overpayment
Ledger Cards, 60–0095 (last published
in its entirety at 47 FR 45631, October
13, 1982). This system of records is
obsolete. We, therefore, will dispose of
the records in the system of records and
are deleting the notice from publication.
8. The National Fraud Case Data
Base, 60–0097 (last published in its
entirety at 47 FR 45632, October 13,
1982). This system of records is
obsolete. We, therefore, will dispose of
the records in the system of records and
are deleting the notice from publication.
9. Double Check Negotiation (DCN)
File (SSI), 60–0111 (last published in its
entirety at 47 FR 45637, October 13,
1982). This system of records is
obsolete. We, therefore, will dispose of
the records in the system of records and
are deleting the notice from publication.
10. Matches of Internal Revenue
Service (IRS) and Social Security
Administration (SSA) Data (Joint SSA/
Treasury Department, Office of Tax
Analysis, Statistics Development
Project), 60–0149 (last published in its
entirety at 47 FR 45642, October 13,
1982). This system of records is
obsolete. We, therefore, will dispose of
the records in the system of records and
are deleting the notice from publication.
11. Extramural Research
Administrative File, 60–0198, (last
published in its entirety at 47 FR 45647,
October 13, 1982). This system of
records is obsolete. We, therefore, will
dispose of the records in the system of
records and are deleting the notice from
publication.
12. Supplemental Security Income
Quality Initial Claims Review Process
System, 60–0212, (last published in its
entirety at 47 FR 45654, October 13,
1982). This system of records is
obsolete. We, therefore, will dispose of
the records in the system of records and
are deleting the notice from publication.
13. Telephone Call Receipt System,
60–0223, (last published in its entirety
at 57 FR 29879, July 7, 1992). This
system of records is obsolete. We,
therefore, will dispose of the records in
the system of records and are deleting
the notice from publication.
14. Vocational Rehabilitation; State
Vocational Rehabilitation Agency
Information (VR SVRA) File, 60–0253
(formerly 05–007) (last published in its
entirety at 63 FR 7034, February 11,
1998). This system of records is
obsolete. We, therefore, will dispose of
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the records in the system of records and
are deleting the notice from publication.
15. Vocational Rehabilitation; SSA
Disability Beneficiaries/Recipients
Eligible for Re-Referral to an Alternate
Vocational Rehabilitation Service
Provider (VR Re-Referral) File, 60–0254
(formerly 05–008) (last published in its
entirety at 63 FR 7034, February 11,
1998). This system of records is
obsolete. We, therefore, will dispose of
the records in the system of records and
are deleting the notice from publication.
VII. Effect of the Proposed New and
Altered Systems of Records and
Proposed Routine Use Disclosures on
the Rights of Individuals
We will maintain information in the
new and altered systems of records only
as necessary to carry out our official
functions under the Social Security Act
and other applicable Federal statutes.
Our maintenance and use of the
information are in accordance with the
provisions of the Privacy Act (5 U.S.C.
552a) and SSA’s disclosure regulations
(20 CFR part 401). We employ
safeguards to protect all personal
information in our possession as well as
the confidentiality of the information.
We will disclose information under the
routine uses discussed above only as
necessary to accomplish the stated
purpose(s). Thus, we do not anticipate
that the new and altered systems of
records and the new routine use
disclosures will have an unwarranted
adverse effect on the rights of the
individuals to whom they pertain.
Dated: December 23, 2005.
Jo Anne B. Barnhart,
Commissioner.
INDEX OF SSA PRIVACY ACT SYSTEMS OF RECORDS APPEARING IN THIS PUBLICATION
60–0001
60–0002
60–0003
60–0006
60–0010
60–0012
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60–0013 ..................
60–0044
60–0046
60–0050
60–0058
60–0059
60–0077
60–0078
60–0090
60–0103
60–0118
60–0199
60–0218
60–0219
60–0221
60–0222
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Assignment and Correspondence Tracking System (ACT).
Optical System for Correspondence Analysis and Response.
Attorney Fee File.
Storage of Hearing Records: Tape Cassettes and Audiograph Discs.
Hearing Office Tracking System of Claimant Cases.
Listing and Alphabetical Name File (Folder) of Vocational Experts, Medical Experts, and Other Health Care/Non-Health
Care Professionals Experts (Medicare).
Records of Usage of Medical Experts, Vocational Experts, and Other Health Care/Non-Health Care Professionals Experts
(Medicare).
National Disability Determination Services.
Disability Determination Service Consultant’s File.
Completed Determination Record—Continuing Disability Determinations.
Master Files of Social Security Number Holders, and SSN Applications.
Earnings Recording and Self-Employment Income System.
Congressional Inquiry File.
Public Inquiry Correspondence File.
Master Beneficiary Record.
Supplemental Security Income Record.
Non-Contributory Military Service Reimbursement System.
Extramural Surveys (Statistics).
Disability Insurance and Supplemental Security Income Demonstration Projects and Experiments System.
Representative Disqualification/Suspension Information System.
Vocational Rehabilitation Reimbursement Case Processing System.
Master Representative Payee File.
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INDEX OF SSA PRIVACY ACT SYSTEMS OF RECORDS APPEARING IN THIS PUBLICATION—Continued
60–0228
60–0230
60–0231
60–0232
60–0234
60–0236
60–0237
60–0238
60–0239
60–0241
60–0244
60–0245
60–0250
60–0255
60–0259
60–0262
60–0274
60–0275
60–0290
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Safety Management Information System.
Social Security Administration Parking Management Record System.
Financial Transactions of SSA Accounting and Finance Offices.
Central Registry of Individuals Doing Business with SSA (Vendor File).
Employee Assistance Program (EAP) Records.
Employee Development Program Records.
Employees’ Medical Records.
Pay, Leave and Attendance Records.
Personnel Records in Operating Offices.
Employee Suggestion Program Records.
Administrative Grievances Filed Under Part 771 of 5 CFR.
Negotiated Grievance Procedures.
EEO Counselor and Investigator Personnel Records.
Plans for Achieving Self-Support (PASS) Management Information System, SSA/OPB.
Claims Under the Federal Tort Claims Act and Military Personnel and Civilian Employees’ Claims Act.
Attorney Applicant File.
Litigation Docket and Tracking System.
Civil Rights Complaints Filed by Members of the Public.
Social Security Administration’s Customer PIN/Password (PPW) Master File System.
SYSTEM NUMBER: 60–0001
SYSTEM NAME:
Assignment and Correspondence
Tracking (ACT) System, Social Security
Administration, Office of the
Commissioner.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of the Commissioner, 6401 Security
Boulevard, Baltimore, MD 21235.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Any individual or entity that makes a
request or writes to the Commissioner of
Social Security and receives a direct
response from the Commissioner.
CATEGORIES OF IN THE SYSTEM:
The Commissioner’s incoming
personal requests and correspondence
and responses to such correspondence.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 205 of the Social Security Act
(42 U.S.C. 405).
PURPOSE(S):
This system is established for tracking
incoming correspondence and reference
when replying to subsequent inquiries.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
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1. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
2. To the Office of the President for
the purpose of responding to an
individual pursuant to an inquiry
received from that individual or from a
third party on his/her behalf.
3. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
4. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to the litigation
or has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
5. To student volunteers, individuals
working under a personal services
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contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
6. To Federal, State, and local law
enforcement agencies and private
security contractors, as appropriate,
information necessary:
(a) To enable them to protect the
safety of Social Security Administration
(SSA) employees and customers, the
security of the SSA workplace and the
operation of SSA facilities; or
(b) To assist investigations or
prosecutions with respect to activities
that affect such safety and security or
activities that disrupt the operation of
SSA facilities.
POLICIES FOR STORING, RETRIEVING, ACCESSING,
RETAINING, AND DISPOSING OF RECORDS IN THE
SYSTEM:
STORAGE:
Records in this system are stored in
paper form and in magnetic media (e.g.,
magnetic tape and disc).
RETRIEVABILITY:
Records in this system are indexed
and retrieved by the name of the
correspondent.
SAFEGUARDS:
Safeguards for automated records
have been established in accordance
with the Systems Security Handbook.
This includes maintaining the records
in a secured enclosure attended by
security guards. Anyone entering or
leaving the enclosure must have a
special badge issued only to authorized
personnel. Access to specific records in
this system is limited to members of the
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Office of the Commissioner. Also,
employees are periodically briefed on
Privacy Act requirements and Social
Security Administration (SSA) rules,
including the criminal sanctions for
unauthorized disclosure of, or access to,
personal records. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
General correspondence is archived
after 3 years. Paper files are destroyed
by shredding when deemed appropriate.
Computer files are archived after 3
years.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Director, Office of Executive
Operations, Social Security
Administration, 6401 Security
Boulevard, Baltimore, MD 21235.
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
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NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
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Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is untimely, incomplete,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Incoming correspondence and
responses to the correspondence.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0002
SYSTEM NAME:
Optical System for Correspondence
Analysis and Response, Social Security
Administration, Deputy Commissioner
for Communications, Office of Public
Inquires.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of Public Affairs, Office of Public
Inquiries, 6401 Security Boulevard,
Baltimore, MD 21235.
Social Security Administration, Office
of Central Operations, Metro West
Building, 300 North Greene Street,
Baltimore, MD 21201.
Social Security Administration, Office
of Disability Operations, Security West
Building, 1500 Woodlawn Drive,
Baltimore, MD 21241.
Social Security Administration, Office
of Disability Operations, Metro West
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1801
Building, 300 North Greene Street,
Baltimore, MD 21201.
Social Security Administration, Office
of Hearings and Appeals, 5107 Leesburg
Pike, Falls Church, VA 22041.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Records are maintained on
individuals: (1) Who forward a request
for information to the Social Security
Administration (SSA) (or component
thereof); (2) whose requests to members
of Congress, the President, etc., are
forwarded to SSA for response; (3) who
forward a request to the Freedom of
Information (FOI) Officer at SSA; and
(4) Social Security beneficiaries (or
persons inquiring on their behalf) who
are reporting failure to receive a check
or checks which they believe are due or
are inquiring about other matters which
have been determined to be of a critical
or sensitive nature.
CATEGORIES OF RECORDS IN THE SYSTEM:
Information in the records may
include the following: name of claimant
(if appropriate); name of individual
involved (and Social Security number
(SSN), if given); name of third party
inquirer (if present); type of
correspondence; date of
correspondence; date received in SSA
component; organizational component
having initial responsibility for the
inquiry; Congressperson name or name
code (if a congressional inquiry); any
subsequent locations that handle the
inquiry before a final action is taken;
address-to-code (official to whom
inquiry is directed); signature code
(official whose name will appear on the
reply); computer-generated control
number (six or seven alpha-numerics
used to update or retrieve a record);
subject matter codes (up to three that
summarize the contents of the inquiry);
and response information (types and
dates of SSA’s responses).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 205(a), 1631 and Titles XI
and XVIII of the Social Security Act (42
U.S.C. 405(a) and 1383) and section
413(b) of the Federal Coal Mine Health
and Safety Act, as amended.
PURPOSE(S):
Information about the inquiries is
maintained in this system solely to aid
in the control of correspondence
through the various processing steps.
The information may include a scanned
copy of the inquiry. This system is used
to control processing of correspondence
within the SSA Central Office complex
and the Office of Hearings and Appeals
(OHA) headquarters in Falls Church,
Virginia and to provide management
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information regarding the
correspondence process.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
2. To the Department of the Treasury
to determine if a social security
payment was issued or a check returned
for cash.
3. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an Agency function
relating to this system of records.
4. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
5. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
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6. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
7. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The records are maintained in
electronic and paper form.
RETRIEVABILITY:
The data in this system are retrieved
by name, SSN or control number.
SAFEGUARDS:
Safeguards for automated records
have been established in accordance
with the Systems Security Handbook.
This includes maintaining the records
in a secured enclosure. Access to
specific records is limited to employees
who have a need for them in the
performance of their official duties.
Paper records are maintained in locked
files or in buildings that are secured
after normal business hours.
Also, all employees periodically are
briefed on Privacy Act requirements and
SSA confidentiality rules, including the
criminal sanctions for unauthorized
disclosure of or access to personal
records. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
Records are maintained on-line in the
system from the time of control until 13
months after the final response is
released. Electronic records are
maintained offline for an additional five
years before being erased. Paper records
are disposed of by shredding when
deemed no longer needed.
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SYSTEM MANAGER(S) AND ADDRESS(ES):
Social Security Administration,
Associate Commissioner, Office of
Public Inquiries, Office of Public
Affairs, 6401 Security Boulevard,
Baltimore, MD 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification, such
as a voter registration card, credit card,
etc. If an individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
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RECORD ACCESS PROCEDURES:
those where the Attorney Fee staff has
sole jurisdiction, are maintained at:
Social Security Administration, Office
of Hearings and Appeals, 5107 Leesburg
Pike, Falls Church, VA 22041.
Same as Notification procedures.
Also, requesters should reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
Claimants—Title II (Retirement and
Survivors Insurance (RSI) and Disability
Insurance (DI)); Title VIII (Special
Veterans Benefits); Title XI (claimants
subject to Professional Standards
Review); Title XVI Supplemental
Security Income; and Title XVIII (HI).
Effective October 1, 2005, the Social
Security Administration (SSA) only has
jurisdiction to determine eligibility for
Title XVIII benefits, not the benefit
amount.
RECORD SOURCE CATEGORIES:
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in this system are derived
from inquiries directed to SSA (or
component thereof) from members of
the public; individuals or someone
acting on their behalf; the individual’s
claims record (maintained in the Claim
Folder System, 60–0089); and contacts
within and outside SSA.
Attorney Fee/Petition; Fee Agreement;
Authorization Order; related
correspondence and case tracking
information; and when appropriate,
request for administrative review.
CONTESTING RECORD PROCEDURES:
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NAME:
Attorney Fee File, Social Security
Administration, Office of Hearings and
Appeals.
SECURITY CLASSIFICATION:
SYSTEM LOCATION:
Attorney fee information is
maintained in Social Security
Administration (SSA), Office of
Hearings and Appeals hearing offices,
regional offices and OHA headquarters,
as appropriate (contact the system
manager at the address below or access
https://www.socialsecurity.gov/foia/
bluebook/app_f.htm for address
information).
When the Administrative Law Judge
(ALJ) recommends approval of a
requested fee amount which exceeds
$5,000 or when there is a requested
administrative review of fees initially
authorized by the ALJ, the files are
maintained by the Regional Chief (RC)
ALJ in the appropriate regional office
(see https://www.socialsecurity.gov/foia/
bluebook/app_f.htm for address
information).
Attorney fee files relating to requested
administrative review of fees initially
authorized by the RC ALJs, as well as
14:26 Jan 10, 2006
Attorney fee files are used in
processing attorney fee petitions, fee
agreements, and requests for
administrative review, and to respond to
correspondence and other inquiries
related to representation of claimants.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
None.
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Sections 205, 1631(d)(1), and 1872 of
the Social Security Act, as amended,
and section 413(b) of the Black Lung
Benefits Act.
PURPOSE(S):
SYSTEM NUMBER: 60–0003
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AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Jkt 208001
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
2. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
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1803
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, the court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
3. To applicants, claimants,
beneficiaries (other than the subject
individual), authorized representatives,
experts, and other participants at a
hearing to the extent necessary to
pursue a claim or other matter on
appeal.
4. To a claimant’s representative to
the extent necessary to dispose of a fee
petition or fee agreement; except for predecisional deliberative documents, such
as analyses and recommendations
prepared for the decision-maker.
5. To the Department of the Treasury,
Internal Revenue Service, as necessary,
for the purpose of auditing the Social
Security Administration’s compliance
with safeguard provisions of the Internal
Revenue Code of 1986, as amended.
6. Information may be disclosed to
contractors and other Federal agencies,
as necessary, for the purpose of assisting
the Social Security Administration
(SSA) in the efficient administration of
its programs. We will disclose
information under this routine use only
in situations in which SSA may enter
into a contractual or similar agreement
with a third party to assist in
accomplishing an agency function
relating to this system of records.
7. To the General Services
Administration and the National
Archives and Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
8. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
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POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
SYSTEM NUMBER: 60–0006
RECORD ACCESS PROCEDURES:
PURPOSE(S):
Associate Commissioner, Office of
Hearings and Appeals, Social Security
Administration, 5107 Leesburg Pike,
Falls Church, VA 22041.
Same as Notification procedures.
Requesters also should reasonably
specify the record contents they are
seeking. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
NOTIFICATION PROCEDURE:
CONTESTING RECORD PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the systems manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification, such
as a voter registration card, credit card,
etc. If an individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
Same as Notification procedures.
Requesters also should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
The tape cassette or other electronic
media, such as the compact disc (CD),
is the basic record of the hearing
conducted in an individual case by the
ALJ. It is the source from which the
documentary transcript is prepared.
Social Security Administration (SSA)
employees use the information as a
reference to respond to subsequent
correspondence and/or further appeal of
the claim and to process an attorney fee
petition when appropriate.
STORAGE:
Records are stored either in paper
form (e.g., individual case folders and
file control cards) or electronically on
disc (the Attorney Fee case tracking
system). The records stored in paper
and electronic files are duplicates. This
is a system in transition.
RETRIEVABILITY:
Records are retrieved by name and
Social Security number (SSN).
SAFEGUARDS:
System security is maintained in
accordance with the Systems Security
Handbook. Access to the Attorney Fee
File and electronic case tracking records
is limited to those persons whose
official duties require such access.
Control cards are stored in filing
containers. The folders are kept on filing
shelves. The paper records are kept in
a secured storage area. All employees
are instructed in SSA confidentiality
rules as part of their initial orientation
training. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
Attorney fee file folders are destroyed
after 2 years. Control cards are shredded
after 5 years. Any electronic case
tracking records are deleted 5 years after
final action was taken.
rmajette on PROD1PC71 with NOTICES3
SYSTEM MANAGER(S) AND ADDRESS:
VerDate Aug<31>2005
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Jkt 208001
RECORD SOURCE CATEGORIES:
Information in this system is derived
from the claimant, his or her
representative, appropriate members of
the public, SSA and other Federal,
State, and local agencies.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
PO 00000
Frm 00010
Fmt 4701
Sfmt 4703
SYSTEM NAME:
Storage of Hearing Records: Tape
Cassettes, Social Security
Administration, Office of Hearings and
Appeals.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of Hearings and Appeals, 5107 Leesburg
Pike, Falls Church, Virginia 22041.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Claimants—Title II (Retirement and
Survivors Insurance (RSI) and Disability
Insurance (DI)); Title VIII (Special
Veterans Benefits); Title XI (claimants
subject to Professional Standards
Review); Title XVI Supplemental
Security Income; and Title XVIII (HI).
Effective October 1, 2005, the Social
Security Administration (SSA) only has
jurisdiction to determine eligibility for
Title XVIII benefits, not the benefit
amount.
CATEGORIES OF RECORDS IN THE SYSTEM:
Recordings of actual hearings before
Administrative Law Judges (ALJ).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 205, 1631, and 1872 of the
Social Security Act (42 U.S.C. 405,
1383, and 1395ii).
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
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2. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
3. To the Internal Revenue Service,
Department of the Treasury, as
necessary, for the purpose of auditing
the Social Security Administration’s
compliance with the safeguard
provisions of the Internal Revenue Code
of 1986, as amended.
4. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an agency function
relating to this system of records.
5. To the General Services
Administration and the National
Archives and Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
6. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
7. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
VerDate Aug<31>2005
14:26 Jan 10, 2006
Jkt 208001
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system may be stored
either on cassette tapes, CDs, or other
electronic format.
RETRIEVABILITY:
Records in this system are indexed by
claimant name, Social Security number
(SSN), and date of hearing.
SAFEGUARDS:
System security is maintained in
accordance with the Systems Security
Handbook. Access to, and use of, both
the cassettes and electronic digital
records are limited to those persons
whose official duties require such
access. All employees are instructed in
SSA confidentiality rules as part of their
initial orientation training. Access
https://www.socialsecurity.gov/foia/
bluebook/app_g.htm for additional
information relating to SSA data
security measures.
RETENTION AND DISPOSAL:
Tape cassettes and CDs are transferred
to the Washington Nation Records
Center (WNRC) immediately after
separation from the claim file. The
cassettes and CDs are destroyed (erased)
after 10 years in the WNRC. Electronic
records are deleted when no longer
needed.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Associate Commissioner, Office of
Hearings and Appeals, Social Security
Administration, 5107 Leesburg Pike,
Falls Church, VA 22041.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
PO 00000
Frm 00011
Fmt 4701
Sfmt 4703
1805
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
An individual who requests access to
his or her medical record must also
name a representative in writing. The
representative may be a physician, other
health professional, or other responsible
individual who would be willing to
explain the contents of the medical
record(s) before giving the entire
medical record(s) to the individual.
These procedures are in accordance
with SSA Regulations (20 CFR 401.40(c)
and 401.55).
A parent or guardian who requests
notification of, or access to, a minor’s
medical record shall, at the time he/she
makes the request, designate a physician
or other health professional (other than
a family member) who will be willing to
explain the contents of the medical
record(s) before giving the entire
medical record(s) to the parent or
guardian. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c) and 401.55).
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RECORD ACCESS PROCEDURES:
request receipt date, last action date,
location of case within hearings process
(Assigned to name/date: pre-hearing,
scheduling, hearing, post-hearing,
disposition date, routing and transfer).
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c) and 401.55).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
The records are derived from
claimants, representatives, witnesses,
ALJs and staff persons.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0010
SYSTEM NAME:
Hearing Office Tracking System of
Claimant Cases, Social Security
Administration, Office of Hearings and
Appeals.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
All Hearing Offices: contact the
system manager at the address below or
access https://www.socialsecurity.gov/
foia/bluebook/app_f.htm for Social
Security Administration (SSA), Office of
Hearings and Appeals hearing office
address information. Program Service
Centers (PSC): contact the system
manager at the address below or access
https://www.socialsecurity.gov/foia/
bluebook/app_a.htm for PSC address
information.
rmajette on PROD1PC71 with NOTICES3
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Claimants—Title II (Retirement and
Survivors Insurance (RSI) and Disability
Insurance (DI)); Title VIII (Special
Veterans Benefits); Title XI (claimants
subject to Professional Standards
Review); Title XVI Supplemental
Security Income; and Title XVIII (HI).
Effective October 1, 2005, SSA only has
jurisdiction to determine eligibility for
Title XVIII benefits, not the benefit
amount.
CATEGORIES OF IN THE SYSTEM:
Social Security number (SSN),
claimant name, type of claim, hearing
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14:26 Jan 10, 2006
Jkt 208001
Sections 205, 1631(d)(1) and 1872 of
the Social Security Act.
PURPOSE:
The purpose of this system is to track
hearing office workload from the receipt
of a request for hearing until the final
hearing level disposition (decision or
dismissal).
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
2. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
3. To the General Services
Administration and the National
Archives and Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
4. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
PO 00000
Frm 00012
Fmt 4701
Sfmt 4703
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
5. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The records are maintained
electronically or in paper format.
RETRIEVABILITY:
Records are retrieved by SSN.
SAFEGUARDS:
Access to, and use of, the records is
limited to those employees whose
official duties require access and use.
System security for automated records
has been established in accordance with
the Systems Security Handbook. All
employees are instructed in SSA
confidentiality rules as part of their
initial orientation training. Access
https://www.socialsecurity.gov/foia/
bluebook/app_g.htm for additional
information relating to SSA data
security measures.
RETENTION AND DISPOSAL:
As each case is completed, the
electronic record is transferred to an
archive. It is retained in the archive file
for two years and then erased. Paper
records are disposed of by shredding
when no longer needed.
SYSTEM MANAGER(S) AND ADDRESS:
Associate Commissioner, Office of
Hearings and Appeals, Social Security
Administration, 5107 Leesburg Pike,
Falls Church, VA 22041.
NOTIFICATION PROCEDURE:
An individual can determine if this
system contains a record about him/her
by writing to the appropriate hearing
office (contact the system manager at the
above address or access https://
www.socialsecurity.gov/foia/bluebook/
app_f.htm for hearing office address
information).
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
E:\FR\FM\11JAN2.SGM
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name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
rmajette on PROD1PC71 with NOTICES3
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
Same as Notification procedures.
Requesters should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
14:26 Jan 10, 2006
Jkt 208001
RECORD SOURCE CATEGORIES:
Records in the system are derived
from hearing office personnel and from
information on incoming cases.
Medicare under BPA, who are within
the area serviced by the hearing office,
and their usage. In addition, a folder is
kept for each expert which may contain
name, Social Security number (SSN), a
copy of the BPA, qualifications, travel
orders, invoices, and correspondence
and other written records such as
reports of contact by telephone or letter.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
SYSTEM NUMBER: 60–0012
Sections 205, 1631(d)(1) (42 U.S.C.
405 and 1383), Titles XI and XVIII of the
Social Security Act, and Section 413(b)
of the Federal Coal Mine Health and
Safety Act (the Coal Act), as amended.
SYSTEM NAME:
PURPOSE(S):
Listing and Alphabetical Name File
(Folder) of Vocational Experts, Medical
Experts, and Other Health Care
Professional and/or Non-Health Care
Professional Experts (Medicare), Social
Security Administration, Office of
Hearings and Appeals.
The purposes of this system are as
follows: The listing alphabetically by
name of medical, vocational, and other
health care professional and/or nonhealth care professional experts for
Medicare is used to select the expert on
a rotational basis for use in a hearing
case. Records maintained in expert
witness files are used for carrying out
administrative management
responsibilities. These may be used in
connection with budgetary planning,
assessing services and usage, renewal of
contracts, and preparing statistical or
summary reports.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Medical, vocational, and other health
care professional and/or non-health care
professional experts for Medicare are
prepared and updated by the
appropriate Social Security
Administration (SSA) Office of Hearings
and Appeals (OHA) regional office for
each hearing office in their jurisdiction
(contact the system manager at the
address below or access https://
www.socialsecurity.gov/foia/bluebook/
app_f.htm for hearing office address
information). The listing is maintained
and used by each hearing office to
facilitate the selection of expert
witnesses.
Social Security Administration, Office
of Hearings and Appeals, Division of
Field Practices and Procedures, 5107
Leesburg Pike, Falls Church, VA 22041.
Records also are maintained at each
hearing office (contact the system
manager at the address below or access
https://www.socialsecurity.gov/foia/
bluebook/app_f.htm for hearing office
address information).
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
CONTESTING RECORD PROCEDURES:
VerDate Aug<31>2005
reasons for the correction, with
supporting justification showing how
the record is untimely, incomplete,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations 20 CFR 401.65(a)).
1807
Medical, vocational, and other health
care professional and/or non-health care
professional experts for Medicare
employed under a Blanket Purchase
Agreement (BPA) with OHA to provide
expert witness services to OHA.
CATEGORIES OF IN THE SYSTEM:
A list of all medical, vocational, and
other health care professional and/or
non-health care professional experts for
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Frm 00013
Fmt 4701
Sfmt 4703
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
2. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
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records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
3. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an agency function
relating to this system of records.
4. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
5. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
6. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESS, RETAINING, AND DISPOSING
OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored in electronic and/
or paper format.
rmajette on PROD1PC71 with NOTICES3
RETRIEVABILITY:
Records are retrieved alphabetically
by name and by hearing office.
SAFEGUARDS:
System security for electronic records
has been established in accordance with
the Systems Security Handbook. Access
to, and use of, the records is limited to
VerDate Aug<31>2005
14:26 Jan 10, 2006
Jkt 208001
those persons whose official duties
require such access. Paper folders are
maintained in locked filing cabinets.
Access to, and use, is limited to those
persons whose official duties require
such access. All employees are
instructed in SSA confidentiality rules
as part of their initial training. Access
https://www.socialsecurity.gov/foia/
bluebook/app_g.htm for additional
information relating to SSA data
security measures.
RETENTION AND DISPOSAL:
Paper and electronic records are
retained for at least 2 years after
expiration of contract at which time
they are disposed of by shredding.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Social Security Administration,
Associate Commissioner, Office of
Hearings and Appeals, 5107 Leesburg
Pike, Falls Church, VA 22041.
RECORD ACCESS PROCEDURES:
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record pertaining to
him/her by writing to the applicable
hearing office (contact the system
manager at the above address or access
https://www.socialsecurity.gov/foia/
bluebook/app_f.htm for hearing office
address information).
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
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Sfmt 4703
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
These records are derived from
information supplied by the individual
or information provided by SSA
officials.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0013
SYSTEM NAME:
Records of Usage of Medical Experts,
Vocational Experts, and Other Health
Care Professional and/or Non-Health
Care Professional Experts (Medicare),
Social Security Administration, Office
of Hearings and Appeals.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Records of medical, vocational, and
other health care professional and/or
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non-health care professional experts for
Medicare are prepared and maintained
in the appropriate hearing office. Usage
records are also maintained at the
appropriate Social Security
Administration (SSA), Office of
Hearings and Appeals (OHA) regional
office (contact the system manager at the
address below or access https://
www.socialsecurity.gov/foia/bluebook/
app_f.htm for regional office address
information).
Social Security Administration, Office
of Hearings and Appeals, Division of
Field Practices and Procedures, 5107
Leesburg Pike, Falls Church, VA 22041.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Medical, vocational, and other health
care professional and/or non-health care
professional experts for Medicare
employed under the Blanket Purchase
Agreement (BPA) with OHA to provide
expert witness services to OHA.
CATEGORIES IN THE SYSTEM:
Records contain information about the
usage of medical, vocational, and other
health care professional and/or nonhealth care professional experts for
Medicare, such as the occasions on
which each expert supplied services to
OHA.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 205, 1631(d)(1) of the Social
Security Act (42 U.S.C. 405 and 1383),
Titles XI and XVIII of the Social
Security Act, and Section 413(b) of the
Federal Coal Mine Health and Safety
Act, as amended.
PURPOSE(S):
The purpose of this system is to
provide information to enable OHA to
measure the usage of expert witnesses
and to make its determinations on
contract and BPA renewals. The system
provides information for statistical and
summary reports.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
2. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal when:
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(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
3. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an agency function
relating to this system of records.
4. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
5. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
6. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
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1809
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in paper form
(e.g., folders and loose-leaf binders)
and/or in electronic form.
RETRIEVABILITY:
Records are retrieved alphabetically
by name or by BPA number.
SAFEGUARDS:
System security for automated records
has been established in accordance with
the Systems Security Handbook. Access
to paper and electronic records is
limited to those persons whose official
duties require such access. Paper folders
are kept in file cabinets in secured areas.
All employees are instructed in SSA
confidentiality rules as part of their
initial training. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
Records of usage are maintained for
two years. Paper records are disposed of
by shredding and automated records are
disposed of by erasure when no longer
needed.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Social Security Administration,
Associate Commissioner, Office of
Hearings and Appeals, 5107 Leesburg
Pike, Falls Church, VA 22041.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
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requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
The records are obtained from the
medical and vocational experts and
from the administrative law judges and
support staffs.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
rmajette on PROD1PC71 with NOTICES3
None.
SYSTEM NUMBER: 60–0044
SYSTEM NAME:
National Disability Determination
Services (NDDS) File, Social Security
Administration, Office of Disability
Determinations.
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Jkt 208001
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Each State Disability Determination
Services (DDS) office and the Federal
Disability Determination Service (FDDS)
(contact the system manager at the
address below or access https://
www.socialsecurity.gov/foia/bluebook/
app_b.htm for the name and address of
each State DDS and the FDDS).
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Claimants for Social Security
Disability Insurance (DI) and Black Lung
(BL) benefits, and Supplemental
Security Income (SSI) payments alleging
a disability for which the DDS processes
claims.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name and Social Security number
(SSN) of wage earner, claimant’s name
and address, date of birth, diagnosis,
beginning and ending dates of
disability, basis for determination, work
history information, educational level,
reexamination date (if applicable), date
of application, names and titles of
persons making or reviewing the
determination and certain
administrative data. Also included
could be data relative to the location of
the file and the status of the claim,
copies of medical reports, and data
relating to the evaluation and
measurement of the effectiveness of
claims policies.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, 30 U.S.C. 923(b), and
sections 221 and 1633 of the Social
Security Act (42 U.S.C. 421 and 1383b).
PURPOSE(S):
The records are used primarily for
processing Social Security Title II
disability (DI), Title XVI SSI disability,
and BL claims, for detection and
correction of deficiencies and problems
involved in this processing, and for case
control purposes.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be for routine uses as
indicated below:
1. To State vocational rehabilitation
agencies or the appropriate State agency
(or agencies providing services to
disabled children) for the consideration
of rehabilitation services per sections
222 and 1615 of the Social Security Act.
2. To State audit agencies utilizing
this information for verifying proper
expenditure of Federal funds by the
State in support of the DDS.
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Frm 00016
Fmt 4701
Sfmt 4703
3. To the Department of Veterans
Affairs (DVA) for information requested
for purposes of determining eligibility
for or amount of veterans benefits, or
verifying other information with respect
thereto in accordance with 38 U.S.C.
5106.
4. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
5. To a party named in an order,
process, or interrogatory, in accordance
with section 459 of the Social Security
Act if a designee of the Agency is served
with any such order, process, or
interrogatory with respect to an
individual’s child support or alimony
payment obligations.
6. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to the litigation
or has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other tribunal
or another party before such tribunal, is
relevant and necessary to the litigation,
provided, however, that in each case,
SSA determines that such disclosure is
compatible with the purpose for which
the records were collected.
7. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an agency function
relating to this system of records.
8. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
9. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
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Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
10. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in paper form,
on magnetic tape or disc packs. The
method of storage may vary from State
to State and within the FDDS.
RETRIEVABILITY:
The records are filed by a
combination of name and SSN
depending on the DDS’s preference.
SAFEGUARDS:
Automated records are maintained in
accordance with the Systems Security
Handbook. The records are accessible
only to DDS personnel and subject to
the restrictions on disclosures under 5
U.S.C. 552(b)(6), 21 U.S.C. 1175, and 42
U.S.C. 1306. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
May vary from State to State and
within the FDDS according to the
preference, but generally each office
destroys its files over a period varying
from 6 months to 36 months unless held
in an inactive storage under security
measures for a longer period.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Social Security Administration,
Associate Commissioner, Office of
Disability Determinations, 6401 Security
Boulevard, Baltimore, Maryland 21235.
rmajette on PROD1PC71 with NOTICES3
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by providing his/her name and SSN to
the DDS Administrator, Disability
Determination Services, c/o State in
which he or she resides and/or
information is likely to be maintained.
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Jkt 208001
Contact the system manager at the
address below or access (https://
www.socialsecurity.gov/foia/bluebook/
app_b.htm. (Furnishing the SSN is
voluntary, but it will make searching for
an individual’s record easier and avoid
delay.)
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with Social Security
Administration (SSA) Regulations (20
CFR 401.40(c)).
An individual who requests access to
his or her medical record must also
name a representative in writing. The
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1811
representative may be a physician, other
health professional, or other responsible
individual who would be willing to
explain the contents of the medical
record(s) before giving the entire
medical record(s) to the individual.
These procedures are in accordance
with SSA Regulations (20 CFR 401.40(c)
and 401.55).
A parent or guardian who requests
notification of, or access to, a minor’s
medical record shall, at the time he/she
makes the request, designate a physician
or other health professional (other than
a family member) who will be willing to
explain the contents of the medical
record(s) before giving the entire
medical record(s) to the parent or
guardian. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c) and 401.55).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c) and 401.55).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
The information to support factors of
entitlement and/or continuing eligibility
originates from claimants or those acting
on their behalf, physicians, hospitals,
and other appropriate sources. Also,
information is received from control
data that monitors the location and
status of the claim.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0046
SYSTEM NAME:
Disability Determination Services
Consultant File, Social Security
Administration, Office of Disability
Determinations.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Offices of State Disability
Determination Services (DDS) may
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currently maintain this type of file.
Contact the system manager at the
address below or access https://
www.socialsecurity.gov/foia/bluebook/
app_b.htm for the name and address of
each State DDS and the Federal
Disability Determination Services
(FDDS).
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Physicians who have expressed a
willingness to conduct consultative
examinations for the DDS and, in some
instances, other physicians with whom
the DDS has contact. The latter are
usually treating physicians. This file
also includes, but is not limited to,
psychologists, social workers, nurses,
audiologists and vocational consultants
who express a willingness to conduct
some type of consultative service for the
DDS.
CATEGORIES OF RECORDS IN THE SYSTEM:
Information relative to a consultant’s
specialty, past experience as to the
promptness with which reports are
submitted, general thoroughness of
reports, fees received, etc., and perhaps
comments on the consultant’s own
preferences (such as appointment hours,
etc.).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, 30 U.S.C. 923(b), and
sections 221 and 1633 of the Social
Security Act (42 U.S.C. 421 and 1383b).
PURPOSE(S):
DDS personnel use this information in
the selection of a consultant when
additional medical or vocational
evidence is needed for claims under
Titles II and XVI of the Social Security
Act.
rmajette on PROD1PC71 with NOTICES3
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To a congressional office in
response to an inquiry from the office
made at the request of the subject of a
record.
2. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
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(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) the United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components,is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
3. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an agency function
relating to this system of records.
4. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
5. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
6. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
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POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Each DDS maintains its own records
and the method of storage may vary
from State to State and within the
FDDS. Generally, the information is on
a file card maintained in a standard card
file cabinet. However, some States may
use an automated format.
RETRIEVABILITY:
Records are retrieved by consultant’s
surname.
SAFEGUARDS:
Only authorized SSA and DDS
personnel have access to these records.
Personal information other than the
name of the consultant is subject to the
disclosure restrictions of 5 U.S.C.
552(b)(6), 21 U.S.C. 1175, and 42 U.S.C.
1306. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
DDS policy as to retention and
disposal varies from State to State and
within the FDDS, but generally, the file
is destroyed upon death, retirement or
relocation of the consultant.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Social Security Administration,
Associate Commissioner, Office of
Disability Determinations, 6401 Security
Boulevard, Baltimore, Maryland 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by providing name and address to the
DDS Administrator, c/o the State in
which he or she resides and/or
information is likely to be maintained
(contact the system manager at the
address above or access https://
www.socialsecurity.gov/foia/bluebook/
app_b.htm for address information).
An individual requesting notification
of records in person should provide the
same information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
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his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with the
Social Security Administration (SSA)
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, Social Security number, address,
date of birth and place of birth, along
with one other piece of information,
such as mother’s maiden name) and ask
for his/her consent in providing
information to the requesting
individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters also should reasonably
specify the record contents being
sought. These access procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Requesters also should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
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RECORD SOURCE CATEGORIES:
Information is obtained mostly from
the consultant. Observations of DDS
personnel about the consultant, such as
the individual’s general promptness in
filing reports, may occasionally be
found in a consultant’s file.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
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SYSTEM NUMBER: 60–0050
SYSTEM NAME:
Completed Determination Record—
Continuing Disability Determinations,
Social Security Administration, Office
of Disability Determinations.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of Systems, 6401 Security Boulevard,
Baltimore, MD 21235.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
This file contains a record on allowed
disability claimants on which a
continuing disability issue has occurred
and a decision of continuance or
cessation has been approved. This file
also covers Title II and Title XVI
disability beneficiaries who have been
selected to receive a Ticket-to-Work as
part of the Ticket-to-Work and SelfSufficiency Program.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name and Social Security number
(SSN) of the individual and other data
such as date of birth, district office and
State agency code, date disability began,
type of claim, reason for reopening,
continuance or cessation code, date of
termination (if applicable), date of
completion, etc. In addition, data
related to the Ticket-to-Work program,
such as Ticket eligibility, receipt,
assignment and use, alleged and verified
earnings and suspension of continuing
disability determinations.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 221 and 1148 of the Social
Security Act (42 U.S.C. 421 and 1320b–
19).
PURPOSE(S):
This system is used by the Social
Security Administration (SSA) to (1)
record the result of continuing disability
investigations, and (2) record
information related to the
administration of the Ticket-to-Work
and Self-Sufficiency Program.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service IRS, or IRS regulations.
1. To a congressional office in
response to an inquiry from the office
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1813
made at the request of the subject of a
record.
2. To the Internal Revenue Service,
Department of the Treasury, as
necessary, for the purpose of auditing
the Social Security Administration’s
compliance with the safeguard
provisions of the Internal Revenue Code
of 1986, as amended.
3. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an agency function
relating to this system of records.
4. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
5. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
6. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
7. To the Secretary of Health and
Human Services or to any State, the
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Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
8. To contractors for the purpose of
assisting SSA in the efficient
administration of the Ticket-to-Work
and Self-Sufficiency Program. (These
contractors would be limited to the
Program Manager, which is directly
assisting the Social Security
Administration (SSA) in administering
the Ticket program, and to Employment
Networks, which are providing services
to SSA beneficiaries under the Ticket
program.)
9. To a Federal, State, or
congressional support agency (e.g.,
Congressional Budget Office and the
Congressional Research Staff in the
Library of Congress) for research,
evaluation, or statistical studies. Such
disclosures include, but are not limited
to, release of information in assessing
the extent to which one can predict
eligibility for Supplemental Security
Income (SSI) payments or Social
Security disability insurance benefits;
examining the distribution of Social
Security benefits by economic and
demographic groups and how these
differences might be affected by possible
changes in policy; analyzing the
interaction of economic and noneconomic variables affecting entry and
exit events and duration in the Title II
Old Age, Survivors, and Disability
Insurance and the Title XVI SSI
disability programs; and, analyzing
retirement decisions focusing on the
role of Social Security benefit amounts,
automatic benefit recomputation, the
delayed retirement credit, and the
retirement test, if the Social Security
Administration (SSA):
(a) Determines that the routine use
does not violate legal limitations under
which the record was provided,
collected, or obtained;
(b) Determines that the purpose for
which the proposed use is to be made:
(i) Cannot reasonably be
accomplished unless the record is
provided in a form that identifies
individuals;
(ii) Is of sufficient importance to
warrant the effect on, or risk to, the
privacy of the individual which such
limited additional exposure of the
record might bring;
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(iii) Has reasonable probability that
the objective of the use would be
accomplished;
(iv) Is of importance to the Social
Security program or the Social Security
beneficiaries or is for an
epidemiological research project that
relates to the Social Security program or
beneficiaries;
(c) Requires the recipient of
information to:
(i) Establish appropriate
administrative, technical, and physical
safeguards to prevent unauthorized use
or disclosure of the record and agree to
on-site inspection by SSA’s personnel,
its agents, or by independent agents of
the recipient agency of those safeguards;
(ii) Remove or destroy the information
that enables the individual to be
identified at the earliest time at which
removal or destruction can be
accomplished consistent with the
purpose of the project, unless the
recipient receives written authorization
from SSA that it is justified, based on
research objectives, for retaining such
information;
(iii) Make no further use of the
records except:
(1) Under emergency circumstances
affecting the health and safety of any
individual, following written
authorization from SSA;
(2) For disclosure to an identified
person, approved by SSA, for the
purpose of auditing the research project;
(iv) Keep the data as a system of
statistical records. A statistical record is
one which is maintained only for
statistical and research purposes and
which is not used to make any
determination about an individual;
(d) Secures a written statement by the
recipient of the information attesting to
the recipient’s understanding of, and
willingness to abide by, these
provisions.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in magnetic
media (e.g., magnetic tapes).
RETRIEVABILITY:
The records are retrieved by the SSN.
SAFEGUARDS:
Only authorized personnel having a
need for this information in the
performance of their official duties have
access to this data under stringent
security measures involving guards,
building passes and photographs, etc.
Access https://www.socialsecurity.gov/
foia/bluebook/app_g.htm for additional
information relating to SSA data
security measures.
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RETENTION AND DISPOSAL:
The records are maintained
indefinitely.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Social Security Administration, Office
of Disability Determinations, 6401
Security Boulevard, Baltimore,
Maryland 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by contacting the system manager at the
address shown above and furnishing his
or her name, SSN, approximate date and
place claim was filed, type of claim (DI,
BL, or SSI), and return address.
(Furnishing the SSN is voluntary, but it
will make searching for an individual’s
record easier and avoid delay.)
An individual requesting notification
of records in person should provide the
same information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
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offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
An individual who requests access to
his or her medical record must also
name a representative in writing. The
representative may be a physician, other
health professional, or other responsible
individual who would be willing to
explain the contents of the medical
record(s) before giving the entire
medical record(s) to the individual.
These procedures are in accordance
with SSA Regulations (20 CFR 401.40(c)
and 401.55).
A parent or guardian who requests
notification of, or access to, a minor’s
medical record shall, at the time he/she
makes the request, designate a physician
or other health professional (other than
a family member) who will be willing to
explain the contents of the medical
record(s) before giving the entire
medical record(s) to the parent or
guardian. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c) and 401.55).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters also should reasonably
specify the record contents being
sought. These access procedures are in
accordance with SSA Regulations (20
CFR 401.40(c) and 401.55).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
These records summarize information
contained in the claims folder which
was obtained from the individual or
someone acting on the individual’s
behalf and from this individual’s
physician or a physician performing a
consultative examination or from
hospitals and other treatment sources.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
rmajette on PROD1PC71 with NOTICES3
None.
SYSTEM NUMBER: 60–0058
SYSTEM NAME:
Master Files of Social Security
Number (SSN) Holders and SSN
Applications, Social Security
Administration, Office of Systems.
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Jkt 208001
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of Telecommunications and Systems
Operations, 6401 Security Boulevard,
Baltimore, Maryland 21235.
Social Security Administration, Office
of Central Operations, Metro West
Building, 300 N. Greene Street,
Baltimore, Maryland 21201.
Records may also be maintained at
contractor sites (contact the system
manager at the address below to obtain
contractor addresses).
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
This system contains a record of each
individual who has applied for and
been assigned a Social Security number
(SSN). Also, each individual who
applied for an SSN, but was not
assigned one due to the following:
• His/her application was supported
by documents which are suspected to be
fraudulent and are being verified with
the issuing agency, or have been
determined to be fraudulent, or
• Fraud is not suspected, but further
verification of information on his/her
application or additional supporting
documents are needed, or
• None of the above applies, but
processing of the application has not yet
been completed.
CATEGORIES OF IN THE SYSTEM:
This system contains:
• All of the information received on
applications for SSNs (e.g., name, date
and place of birth, sex, both parents’
names, and race/ethnic data) (in the
case of an application for an SSN for an
individual who has not attained the age
of 18, the SSNs of the parents are
maintained), and any changes in the
information on the applications that are
submitted by the SSN holders;
• Information from applications
supported by evidence suspected or
determined to be fraudulent, along with
the mailing addresses of the individuals
who filed such applications and
descriptions of the documentation they
submitted;
• Cross-references where multiple
numbers have been issued to the same
individual;
• Form code that identifies the form
SS–5 (Application for a Social Security
Number) as the application for the
initial issuance of an SSN, or for
changing the identifying information
(e.g., a code indicating original issuance
of the SSN, or that the application was
enumeration at birth);
• Citizenship code that identifies the
number holder status as a U.S. citizen
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1815
or the work authorization of a
noncitizen;
• Special indicator code that
identifies type or questionable data or
special circumstance concerning an
application for an SSN (e.g., false
identity; illegal alien; scrambled
earnings; SSN assigned based on
harassment, abuse or life
endangerment); and
• An indication that a benefit claim
has been made under a particular
SSN(s).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 205(a) and 205(c)(2) of the
Social Security Act (42 U.S.C. 405(a)
and 405(c)(2)).
PURPOSE(S):
Information in this system is used by
the Social Security Administration
(SSA) to assign SSNs. The information
also is used for a number of
administrative purposes, such as:
• By SSA components for various Old
Age, Survivors and Disability Insurance,
Supplemental Security Income, and
Medicare/Medicaid claims purposes
including usage of the SSN itself as a
case control number and a secondary
beneficiary cross-reference control
number for enforcement purposes and
use of the SSN record data for
verification of claimant identity factors
and for other claims purposes related to
establishing benefit entitlement;
• By SSA as a basic control for
retained earnings information;
• By SSA as a basic control and data
source to prevent issuance of multiple
SSNs;
• As the means to identify reported
names or SSNs on earnings reports;
• For resolution of earnings
discrepancy cases;
• For statistical studies;
• By the Office of the Inspector
General, Office of Audit, for auditing
benefit payments under Social Security
programs;
• By the Department of Health and
Human Services (DHHS), Office of Child
Support Enforcement for locating
parents who owe child support;
• By the National Institute of
Occupational Safety and Health for
epidemiological research studies
required by the Occupational Safety and
Health Act of 1974;
• By the DHHS Office of Refugee
Resettlement for administering Cuban
refugee assistance payments;
• By the DHHS Centers for Medicare
and Medicaid Services (CMS) for
administering Titles XVIII and XIX
claims.
• By the Secretary of the Treasury for
use in administering those sections of
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the Internal Revenue Code of 1986
which grant tax benefits based on
support or residence of children.
(Applies specifically to SSNs of parents
provided on applications for SSNs for
individuals who have not attained the
age of 18); and
• By SSA to prevent the processing of
an SSN card application for an
individual whose application is
identified as having been supported by
evidence that either:
—Is suspect and being verified, or
—Has been determined to be
fraudulent.
With this system in place, clerical
investigation and intervention is
required. Social Security offices are
alerted when an applicant attempting to
obtain an SSN card visits other offices
in an attempt to find one which might
unwittingly accept fraudulent
documentation.
rmajette on PROD1PC71 with NOTICES3
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by statute, the Internal
Revenue Service IRS, or IRS regulations.
1. To employers in order to complete
their records for reporting wages to SSA
pursuant to the Federal Insurance
Contributions Act and section 218 of the
Social Security Act.
2. To Federal, State and local entities
for the purpose of administering
income-maintenance and healthmaintenance programs, where such use
of the Social Security number is
authorized by Federal statute.
3. To the Department of Justice,
Federal Bureau of Investigation and
United States Attorneys Offices, and to
the Department of the Treasury, United
States Secret Service, for investigating
and prosecuting violations of the Social
Security Act.
4. To the Department of Homeland
Security, United States Citizenship and
Immigration Services, for identifying
and locating aliens in the United States
pursuant to requests received under
section 290(b) of the Immigration and
Nationality Act (8 U.S.C. 1360(b)).
5. To a contractor for the purpose of
collating, evaluating, analyzing,
aggregating or otherwise refining
records when the Social Security
Administration contracts with a private
firm. (The contractor shall be required
to maintain Privacy Act safeguards with
respect to such records.)
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6. To the Railroad Retirement Board
for:
(a) Administering provisions of the
Railroad Retirement and Social Security
Act relating to railroad employment;
and
(b) Administering the Railroad
Unemployment Insurance Act.
7. To the Department of Energy for its
epidemiological research study of the
long-term effects of low-level radiation
exposure, as permitted by Social
Security Administration Regulations 20
CFR 401.150(c).
8. To the Department of the Treasury
for:
(a) Tax administration as defined in
section 6103 of the Internal Revenue
Code (IRC) (26 U.S.C. 6103);
(b) Investigating the alleged theft,
forgery, or unlawful negotiation of
Social Security checks; and
(c) Administering those sections of
the IRC which grants tax benefits based
on support or residence of children. (As
required by section 1090(b) of the
Taxpayer Relief Act of 1997, Pub. L.
105–34, this routine use applies
specifically to the Social Security
numbers (SSN) of parents shown on an
application for an SSN for an individual
who has not attained the age of 18.
9. To a congressional office in
response to an inquiry from the office
made at the request of the subject of a
record.
10. To the Department of State for
administering the Social Security Act in
foreign countries through facilities and
services of that agency.
11. To the American Institute, a
private corporation under contract to
the Department of State, for
administering the Social Security Act on
Taiwan through facilities and services of
that agency.
12. To the Department of Veterans
Affairs, Regional Office, Manila,
Philippines, for administering the Social
Security Act in the Philippines and
other parts of the Asia-Pacific region
through facilities and services of that
agency.
13. To the Department of Labor for:
(a) Administering provisions of the
Black Lung Benefits Act; and
(b) Conducting studies of the
effectiveness of training programs to
combat poverty.
14. To Department of Veterans Affairs
(DVA) for the following purposes:
(a) For the purpose of validating
Social Security numbers of
compensation recipients/pensioners in
order to provide the release of accurate
pension/compensation data by DVA to
the Social Security Administration for
Social Security program purposes; and
(b) Upon request, for purposes of
determining eligibility for or amount of
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Sfmt 4703
DVA benefits, or verifying other
information with respect thereto.
15. To Federal agencies which use the
Social Security number (SSN) as a
numerical identifier in their recordkeeping systems, for the purpose of
validating SSNs.
16. To the Department of Justice
(DOJ), a court or other tribunal, or
another party before such tribunal
when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity when DOJ (or SSA
when it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof when SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
17. To State audit agencies for
auditing State supplementation
payments and Medicaid eligibility
considerations.
18. To the Social Security agency of
a foreign country to carry out the
purpose of an international Social
Security agreement entered into
between the United States and the other
country, pursuant to section 233 of the
Social Security Act.
19. To Federal, State, or local agencies
(or agents on their behalf) for the
purpose of validating Social Security
numbers used in administering cash or
non-cash income maintenance programs
or health maintenance programs
(including programs under the Social
Security Act).
20. To third party contacts (e.g., State
bureaus of vital statistics and the
Department of Homeland Security that
issue documents to individuals) when
the party to be contacted has, or is
expected to have, information which
will verify documents when the Social
Security Administration is unable to
determine if such documents are
authentic.
21. To the Department of Justice,
Criminal Division, Office of Special
Investigations, upon receipt of a request
for information pertaining to the
identity and location of aliens for the
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purpose of detecting, investigating, and,
when appropriate, taking legal action
against suspected Nazi war criminals in
the United States.
22. To the Selective Service System
for the purpose of enforcing draft
registration pursuant to the provisions
of the Military Selective Service Act (50
U.S.C. App. 462, as amended by section
916 of Pub. L. 97–86).
23. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an Agency function
relating to this system of records.
24. To organizations or agencies such
as prison systems that are required by
law to furnish Social Security
Administration with validated Social
Security number information.
25. To the General Services
Administration and the National
Archives and Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
26. To Department of Veterans Affairs
(DVA) or third parties under contract to
that agency Social Security numbers
and dates of birth may be disclosed for
the purpose of conducting DVA medical
research and epidemiological studies.
27. To the Office of Personnel
Management (OPM) upon receipt of a
request from that agency in accordance
with 5 U.S.C. 8347(m)(3), Social
Security number information when
OPM needs the information to
administer its pension program for
retired Federal Civil Service employees.
28. To the Department of Education,
upon request, verification of Social
Security numbers which are provided
by students to postsecondary
educational institutions, as required by
Title IV of the Higher Education Act of
1965 (20 U.S.C. 1091).
29. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
30. To Federal, State, and local law
enforcement agencies and private
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security contractors, as appropriate,
information necessary:
(a) To enable them to protect the
safety of Social Security Administration
(SSA) employees and customers, the
security of the SSA workplace and the
operation of SSA facilities; or
(b) To assist investigations or
prosecutions with respect to activities
that affect such safety and security or
activities that disrupt the operation of
SSA facilities.
31. To recipients of erroneous Death
Master File (DMF) information,
corrections to information that resulted
in erroneous inclusion of individuals in
the DMF.
32. To State vital records and
statistics agencies, the Social Security
numbers of newborn children for
administering public health and income
maintenance programs, including
conducting statistical studies and
evaluation projects.
33. To State motor vehicle agencies
(MVA), verification of personal
identification data (i.e., name, Social
Security number, and date of birth)
concerning individuals who apply for,
or are issued, drivers’ licenses or other
identification documents. In performing
such ‘‘verification,’’ the Social Security
Administration (SSA) may indicate
whether the identifying data furnished
by a State MVA concerning an
individual match, or do not match, data
maintained in this system of records,
and SSA may identify the particular
data elements that do not match. SSA
will not disclose information from this
system of records which does not match
the information furnished by the State
MVA.
34. To entities conducting
epidemiological or similar research
projects, upon request, information as to
whether an individual is alive or
deceased pursuant to section 1106(d) of
the Social Security Act (42 U.S.C.
1306(d)), provided that:
(a) The Social Security
Administration (SSA) determines, in
consultation with the Department of
Health and Human Services, that the
research may reasonably be expected to
contribute to a national health interest;
and
(b) The requester agrees to reimburse
SSA for the costs of providing the
information; and
(c) The requester agrees to comply
with any safeguards and limitations
specified by SSA regarding re-release or
re-disclosure of the information.
35. To employers in connection with
a pilot program, conducted with the
Department of Homeland Security
under 8 U.S.C. 1324a(d)(4) to test
methods of verifying that individuals
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are authorized to work in the United
States, the Social Security
Administration will inform an employer
participating in such pilot program that
the identifying data (Social Security
number, name and date of birth)
furnished by an employer concerning a
particular employee match, or do not
match, the data maintained in this
system of records, and when there is
such a match, that information in this
system of records indicates that the
employee is, or is not, a citizen of the
United States.
36. To a State bureau of vital statistics
(BVS) that is authorized by States to
issue electronic death reports when the
State BVS requests the Social Security
Administration to verify the Social
Security number (SSN) of an individual
on whom an electronic death report will
be filed after SSN verification.
37. To the Department of Defense
(DOD) validated Social Security number
information and citizenship status
information for the purpose of assisting
DOD in identifying those members of
the Armed Forces and military enrollees
who are aliens or noncitizen nationals
that may qualify for expedited
naturalization or citizenship processing.
These disclosures will be made
pursuant to requests made under section
329 of the Immigration and Nationality
Act, 8 U.S.C. 1440, as executed by
Executive Order 13269.
38. To a Federal, State, or
congressional support agency (e.g.,
Congressional Budget Office and the
Congressional Research Staff in the
Library of Congress) for research,
evaluation, or statistical studies. Such
disclosures include, but are not limited
to, release of information in assessing
the extent to which one can predict
eligibility for Supplemental Security
Income (SSI) payments or Social
Security disability insurance benefits;
examining the distribution of Social
Security benefits by economic and
demographic groups and how these
differences might be affected by possible
changes in policy; analyzing the
interaction of economic and noneconomic variables affecting entry and
exit events and duration in the Title II
Old Age, Survivors, and Disability
Insurance and the Title XVI SSI
disability programs; and, analyzing
retirement decisions focusing on the
role of Social Security benefit amounts,
automatic benefit recomputation, the
delayed retirement credit, and the
retirement test, if the Social Security
Administration (SSA):
(a) Determines that the routine use
does not violate legal limitations under
which the record was provided,
collected, or obtained;
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(b) Determines that the purpose for
which the proposed use is to be made:
(i) Cannot reasonably be
accomplished unless the record is
provided in a form that identifies
individuals;
(ii) Is of sufficient importance to
warrant the effect on, or risk to, the
privacy of the individual which such
limited additional exposure of the
record might bring;
(iii) Has reasonable probability that
the objective of the use would be
accomplished;
(iv) Is of importance to the Social
Security program or the Social Security
beneficiaries or is for an
epidemiological research project that
relates to the Social Security program or
beneficiaries;
(c) Requires the recipient of
information to:
(i) Establish appropriate
administrative, technical, and physical
safeguards to prevent unauthorized use
or disclosure of the record and agree to
on-site inspection by SSA’s personnel,
its agents, or by independent agents of
the recipient agency of those safeguards;
(ii) Remove or destroy the information
that enables the individual to be
identified at the earliest time at which
removal or destruction can be
accomplished consistent with the
purpose of the project, unless the
recipient receives written authorization
from SSA that it is justified, based on
research objectives, for retaining such
information;
(iii) Make no further use of the
records except:
(1) Under emergency circumstances
affecting the health and safety of any
individual, following written
authorization from SSA;
(2) For disclosure to an identified
person approved by SSA for the purpose
of auditing the research project;
(iv) Keep the data as a system of
statistical records. A statistical record is
one which is maintained only for
statistical and research purposes and
which is not used to make any
determination about an individual;
(d) Secures a written statement by the
recipient of the information attesting to
the recipient’s understanding of, and
willingness to abide by, these
provisions.
39. To State and Territory Motor
Vehicle Administration officials (or
agents or contractors on their behalf)
and State and Territory chief election
officials to verify the accuracy of
information provided by the State
agency with respect to applications for
voter registration, for whom the last four
digits of the Social Security number are
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provided instead of a driver’s license
number.
40. To State and Territory Motor
Vehicle Administration officials (or
agents or contractors on their behalf)
and State and Territory chief election
officials, under the provisions of section
205(r)(8) of the Social Security Act (42
U.S.C. 408(r)(8)), to verify the accuracy
of information provided by the State
agency with respect to applications for
voter registration for those individuals
who do not have a driver’s license
number:
(a) For whom the last four digits of the
Social Security number (SSN) are
provided, or
(b) For whom the full SSN is provided
in accordance with section 7 of the
Privacy Act (5 U.S.C. 552a note), as
described in section 303(a)(5)(D) of the
Help America Vote Act of 2002 (42
U.S.C. 15483(a)(5)(D).
41. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained
in paper form (e.g., Forms SS–5
(Application for an SSN card), and
system generated forms); magnetic
media (e.g., magnetic tape and disc with
on-line access); in microfilm and
microfiche form and on electronic files
(e.g., NUMIDENT and Alpha-Index).
RETRIEVABILITY:
Records of SSN holders are indexed
by both SSN and name. Records of
applications that have been denied
because the applicant submitted
fraudulent evidence, or that are being
verified because the evidence is
suspected to be fraudulent, are indexed
either by the applicant’s name plus
month and year of birth, or by the
applicant’s name plus the eleven-digit
reference number of the disallowed
application.
SAFEGUARDS:
Safeguards for automated records
have been established in accordance
with the Systems Security Handbook.
This includes maintaining the magnetic
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tapes and discs within a secured
enclosure attended by security guards.
Anyone entering or leaving this
enclosure must have a special badge
issued only to authorized personnel.
For computerized records
electronically transmitted between
Central Office and Field Office locations
(including organizations administering
SSA programs under contractual
agreements), safeguards include a lock/
unlock password system, exclusive use
of leased telephone lines, a terminaloriented transaction matrix, and an
audit trail. All microfilm, microfiche,
and paper files are accessible only by
authorized personnel who have a need
for the records in the performance of
their official duties.
Expansion and improvement of SSA
telecommunications systems has
resulted in the acquisition of terminals
equipped with physical key locks. The
terminals also are fitted with adapters to
permit the future installation of data
encryption devices and devices to
permit the identification of terminal
users. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
Most paper forms are retained only
until they have been filmed and verified
for accuracy. They then are destroyed by
shredding. Electronic, as well as
updated microfilm and microfiche
records, are retained indefinitely. All
tape, discs, microfilm and microfiche
files are updated periodically. Out-ofdate magnetic tapes and discs are
erased. Out-of-date microfiches are
disposed of by shredding.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Director, Division of Enumeration
Verification and Death Alerts, Office of
Earnings, Enumeration and
Administrative Systems, Social Security
Administration, 6401 Security
Boulevard, Baltimore, MD 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
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establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
specify the record contents they are
seeking. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
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Same as Notification procedures.
Requesters should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is untimely, incomplete,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Information in this system is obtained
from SSN applicants (or individuals
acting on their behalf) and generated
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SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0059
SYSTEM NAME:
Earnings Recording and SelfEmployment Income System, Social
Security Administration, Office of
Systems.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of Systems, 6401 Security Boulevard,
Baltimore, Maryland 21235.
Social Security Administration, Office
of Earnings, Enumerations and
Administrative Systems, 6401 Security
Boulevard, Baltimore, Maryland 21235.
Social Security Administration, Office
of Central Operations, Metro West
Building, 300 North Greene Street,
Baltimore, Maryland 21201.
Records also may be located at
contractor sites and in Social Security
Administration (SSA) program service
centers (PSC) (contact the system
manager at the address below for
contractor and PSC addresses).
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
This system contains information
about individuals who have been issued
a Social Security number (SSN) and
who may or may not have earnings
under Social Security; or any person
requesting, reporting, changing and/or
inquiring about earnings information; or
any person affected by the Coal Industry
Retiree Health Benefit Act of 1992; or
any person having a vested interest in
a private pension fund.
CATEGORIES OF IN THE SYSTEM:
CONTESTING RECORD PROCEDURES:
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internally by SSA. The SSN itself is
assigned to the individual as a result of
internal processes of this system.
This system contains records of every
SSN holder, his/her name, date of birth,
sex, and race/ethnic data and a
summary of his/her yearly earnings and
quarters of coverage; special
employment codes (i.e., selfemployment, military, agriculture, and
railroad); benefit status information;
employer identification (i.e., employer
identification numbers and pension
plan numbers); minister waiver forms
(i.e., forms filed by the clergy for the
election or waiver of coverage under the
Social Security Act); correspondence
received from individuals pertaining to
the above-mentioned items; the replies
to such correspondence; information
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about miners and their families needed
to administer the Coal Industry Retiree
Health Benefit Act of 1992 and pension
plan information (i.e., nature, form, and
amount of vested benefits); and
information about the period during
which an employee or self-employed
person is exempt from coverage and
taxes under the social security system of
a foreign country as a result of a Social
Security agreement between the United
States and that foreign country.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 205(a) and 205(c)(2) and 233
of the Social Security Act (42 U.S.C. 405
and 433), the Federal Records Act of
1950 (64 Stat. 583), and the Employee
Retirement Income Security Act of 1974
(Pub. L. 93–406), and the Coal Industry
Retiree Health Benefit Act of 1992 (Pub.
L. 102–486, 106 Stat. 2776).
PURPOSE(S):
This system is used for the following
purposes:
• As a primary working record file of
all SSN holders;
• As a quarterly record detail file to
provide full data in wage investigation
cases;
• To provide information for
determining amount of benefits;
• To record all incorrect or
incomplete earnings items;
• To reinstate incorrectly or
incompletely reported earnings items;
• To record the latest employer of a
wage earner;
• For statistical studies;
• For identification of possible
overpayments of benefits;
• For identification of individuals
entitled to additional benefits;
• To provide information to
employers/former employers for
correcting or reconstructing earnings
records and for Social Security tax
purposes;
• To provide workers and selfemployed individuals with earnings
statements or quarters of coverage
statements;
• To provide information to SSA’s
Office of the Inspector General for
auditing benefit payments under Social
Security programs;
• To provide information to the
National Institute for Occupational
Safety and Health for epidemiological
research studies required by the
Occupational Health and Safety Act of
1974;
• To assist SSA in responding to
general inquiries about Social Security,
including earnings or adjustments to
earnings, and in preparing responses to
subsequent inquiries;
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• To store minister waivers, thus
preventing erroneous payment of Social
Security benefits;
• To make assignments of
responsibility for paying premiums and
to perform other functions under the
Coal Industry Retiree Health Benefit Act
of 1992;
• To issue certificates of coverage
forms for United States citizens and
residents who qualify for a foreign
coverage exemption under the terms of
a Social Security agreement between the
United States and another country;
• To determine whether an
individual who requests a certificate of
coverage, establishing a foreign coverage
exemption under a Social Security
agreement, has been issued one or more
certificates in the past; and
• To respond to inquiries concerning
a worker’s Social Security coverage
status from an appropriate agency in a
country which has a Social Security
agreement with the United States.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service IRS, or IRS regulations.
1. To employers or former employers,
including State Social Security
administrators, for correcting and
reconstructing State employee earnings
records and for Social Security
purposes.
2. To the Department of the Treasury
for:
(a) Investigating the alleged forgery, or
unlawful negotiation of Social Security
checks; and
(b) Tax administration as defined in
26 U.S.C. 6103 of the Internal Revenue
Code.
3. To the Railroad Retirement Board
for administering provisions of the
Railroad Retirement and Social Security
Acts relating to railroad employment.
4. To the Department of Justice
(Federal Bureau of Investigation and
United States Attorneys) for
investigating and prosecuting violations
of the Social Security Act.
5. To a contractor for the purpose of
collating, evaluating, analyzing,
aggregating or otherwise refining
records when the Social Security
Administration contracts with a private
firm. (The contractor shall be required
to maintain Privacy Act safeguards with
respect to such records.)
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6. To the Department of Energy for
their study of low-level radiation
exposure.
7. To a congressional office in
response to an inquiry from the
congressional office made at the request
of the subject of a record.
8. To the Department of State for
administering the Social Security Act in
foreign countries through services and
facilities of that agency.
9. To the American Institute, a private
corporation under contract to the
Department of State, for administering
the Social Security Act on Taiwan
through facilities and services of that
agency.
10. To the Department of Veterans
Affairs, Regional Office, Manila,
Philippines, for administering the Social
Security Act in the Philippines and
other parts of the Asia-Pacific region
through services and facilities of that
agency.
11. To State audit agencies for
auditing State supplementation
payments and Medicaid eligibility
considerations.
12. To the Department of Justice
(DOJ), a court or other tribunal, or
another party before such tribunal
when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
13. To a party named in an order,
process, or interrogatory, in accordance
with section 459 of the Social Security
Act if a designee of the Agency is served
with any such order, process, or
interrogatory with respect to an
individual’s child support or alimony
payment obligations.
14. To the Social Security Agency of
a foreign country, to carry out the
purpose of an international Social
Security agreement entered into
between the United States and the other
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country, pursuant to section 233 of the
Social Security Act.
15. To Federal, State, or local agencies
(or agents on their behalf) for the
purpose of validating Social Security
numbers used in administering cash or
non-cash income maintenance programs
or health maintenance programs
(including programs under the Social
Security Act).
16. To officers and employees of
Federal, State or local agencies upon
written request in accordance with the
Internal Revenue Code (IRC) U.S.C.
6103(l)(7)), tax return information (e.g.,
information with respect to net earnings
from self-employment, wages, payments
of retirement income which have been
disclosed to the Social Security
Administration, and business and
employment addresses) for purposes of,
and to the extent necessary in,
determining an individual’s eligibility
for, or the correct amount of, benefits
under certain programs listed in the
IRC. These programs are:
(a) Temporary Assistance to Needy
Families provided under a State plan
approved under part A of Title IV of the
Social Security Act;
(b) Medical assistance provided under
a State plan approved under Title XIX
of the Social Security Act;
(c) Supplemental Security Income
benefits provided under Title XVI of the
Social Security Act, and federally
administered supplementary payments
of the type described in section 1616(a)
of the Social Security Act (including
payments pursuant to an agreement
entered into under section 212(a) of
Pub. L. 93–66);
(d) Any benefits provided under a
State plan approved under Title I, X,
XIV, or XVI of the Social Security Act
(as those Titles apply to Puerto Rico,
Guam and the Virgin Islands);
(e) Unemployment compensation
provided under a State law described in
section 3304 of the IRC;
(f) Assistance provided under the
Food Stamp Act of 1977; and
(g) State-administered supplementary
payments of the type described in
section 1616(a) of the Social Security
Act (including payments pursuant to an
agreement entered into under section
212(a) of Pub. L. 93–66).
17. To appropriate officers and
employees of a State or local child
support enforcement agency, upon
written request in accordance with the
Internal Revenue Code (26 U.S.C.
6103(l)(8)), tax return information (e.g.,
information with respect to net earnings
from self-employment, wages, payments
of retirement income which have been
disclosed to the Social Security
Administration, and business and
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employment addresses) for purposes of,
and to the extent necessary in:
(a) Establishing and collecting child
support obligations from individuals
who owe such obligations, and
(b) Locating those individuals under a
program established under Title IV–D of
the Social Security Act (42 U.S.C. 651ff).
18. To the Office of Personnel
Management (OPM) the fact that a
veteran is, or is not, eligible for
retirement insurance benefits under the
Social Security program for OPM’s use
in determining a veteran’s eligibility for
a civil service retirement annuity and
the amount of such annuity.
19. To the Department of Homeland
Security (United States Citizenship and
Immigration Services in accordance
with 8 U.S.C. 1360(b), employee and
employer name and address information
for the purpose of informing that agency
of the identities and locations of aliens
who appear to be illegally employed.
20. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an Agency function
relating to this system of records.
21. To the Office of Personnel
Management information derived from
this system for the purpose of
computing civil service annuity offsets
of civil service annuitants with military
service or the survivors of such
individuals pursuant to provisions of
section 307 of Pub. L. 97–253.
22. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
23. To the Office of Personnel
Management, upon written request, tax
return information for the purpose of
administering the Civil Service and
Federal Employees Retirement Systems
in accordance with Chapter 83 and 84
of Title 5, U.S.C.
24. To Rehabilitation Services
Administration (RSA) for use in its
program studies of, and development of
enhancements for, State vocational
rehabilitation programs. These are
programs to which applicants or
beneficiaries under Titles II and/or XVI
of the Social Security Act may be
referred. Data released to RSA will not
include any personally identifying
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information (such as names or Social
Security numbers).
25. To Department of Veterans Affairs
in accordance with the Internal Revenue
Code (26 U.S.C. 6103(l)(7)), upon
written request, tax return information
for purposes of, and to the extent
necessary for determining eligibility for,
or the amount of, benefits under the
following programs:
(a) Any needs-based pension provided
under chapter 15 of Title 38, U.S.C. or
under any other law administered by
the Secretary of Veterans Affairs;
(b) Parents’ dependency and
indemnity compensation provided
under section 1315 of Title 38, U.S.C.;
(c) Health-care services furnished
under sections 1710(a)(1)(I), 1710(a)(2),
1710(b), and 1712(a)(2)(B) of Title 38,
U.S.C.;
(d) Compensation paid under chapter
11 of Title 38, U.S.C., at the 100 percent
rate based solely on unemployables and
without regard to the fact that the
disability or disabilities are not rated as
100 percent disabling under the rating
schedule.
The tax return information which may
be disclosed under this paragraph
includes wages, net earnings from selfemployment, payments of retirement
income which have been disclosed to
the Social Security Administration, and
business and employment addresses,
except that information on payments of
retirement income will not be disclosed
for use with respect to programs
described in subparagraph (d).
26. To trustees of the United Mine
Workers of America Combined Benefit
Fund pursuant to section 9706(e)(1) of
the Internal Revenue Code as added by
the Coal Industry Retiree. Health Benefit
Act of 1992, Pub. L. 102–486, 106 Stat.
2776 (codified at 26 U.S.C. 9701–9721
(1992)), the identity of each coal
industry assigned operator determined
to be responsible for annual premiums,
and the names and Social Security
numbers of eligible beneficiaries with
respect to whom the operator is
identified.
27. To the United Mine Workers of
America Combined Benefit Fund
pursuant to section 9706(e)(2) of the
Internal Revenue Code as added by the
Coal Industry Retiree Health Benefit Act
of 1992, Pub. L. 102–486, 106 Stat. 2776
(codified at 26 U.S.C. 9701–9721
(1992)), the names and Social Security
numbers of eligible beneficiaries who
have been assigned to a coal industry
assigned operator responsible for that
individual’s annual premiums payable
and a brief summary of the facts related
to the basis for such assignments.
28. To the coal industry assigned
operator determined to be responsible
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1821
for an individual’s annual premiums
payable to the United Mine Workers of
America Combined Benefit Fund
pursuant to section 9706(f)(1) of the
Internal Revenue Code as added by the
Coal Industry Retiree Health Benefit Act
of 1992, Pub. L. 102–486, 106 Stat. 2776
(codified at 26 U.S.C. 9701–9721
(1992)), detailed information from an
individual’s work history and other
detailed information as to the basis for
the assignment of that individual.
29. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
30. To entities conducting
epidemiological or similar research
projects, upon request, information as to
whether an individual is alive or
deceased pursuant to section 1106(d) of
the Social Security Act (42 U.S.C.
1306(d)), provided that:
(a) The Social Security
Administration (SSA) determines, in
consultation with the Department of
Health and Human Services, that the
research may reasonably be expected to
contribute to a national health interest;
and
(b) The requester agrees to reimburse
SSA for the costs of providing the
information; and
(c) The requester agrees to comply
with any safeguards and limitations
specified by SSA regarding re-release or
re-disclosure of the information.
31. To Federal, State, and local
agencies for determining alien
applicants’ eligibility for programs or
benefit programs covered by sections
402, 412, 421 and/or 435 of the Personal
Responsibility and Work Opportunity
Reconciliation Act of 1996, Pub. L. 104–
193, SSA will disclose information
regarding quarters of coverage (non-tax
return information) earned by:
• The alien applicant;
• His/her parents while the alien was
under age 18; and/or
• His/her spouse during the marriage
(if the alien remains married to such
spouse or the marriage ended with the
death of the spouse).
32. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
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disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
33. To the Department of Housing and
Urban Development (HUD) in
accordance with the Internal Revenue
Code (26 U.S.C. 6103(l)(7)), upon
written request, tax return information
(e.g., information with respect to wages,
net earnings from self-employment, and
payments of retirement income which
have been disclosed to the Social
Security Administration,) for use by
HUD in an initial or periodic review of
the income of an applicant or
participant in any HUD housing
assistance program.
34. To any source that has, or is
expected to have, information that the
Social Security Administration needs in
order to establish or verify a person’s
eligibility for a certificate of coverage
under a Social Security agreement
authorized by section 233 of the Social
Security Act.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained
as paper forms, correspondence in
manila folders on open shelving, paper
lists, punch-cards, microfilm, magnetic
tapes, and discs with online access files.
RETRIEVABILITY:
Records in this system are indexed by
SSN, name, and employer identification
number.
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SAFEGUARDS:
Safeguards for automated records
have been established in accordance
with the Systems Security Handbook.
This includes maintaining the magnetic
tapes and discs within an enclosure
attended by security guards. Anyone
entering or leaving this enclosure must
have a special badge issued only to
authorized personnel.
For computerized records
electronically transmitted between
Central Office and field office locations
(including organizations administering
SSA programs under contractual
agreements), safeguards include a lock/
unlock password system, exclusive use
of leased telephone lines, a terminaloriented transaction matrix, and an
audit trail. All microfilm and paper files
are accessible only by authorized
personnel who have a need for the
information in the performance of their
official duties.
Expansion and improvement of SSA’s
telecommunications systems has
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resulted in the acquisition of terminals
equipped with physical key locks. The
terminals also are fitted with adapters to
permit the future installation of data
encryption devices and devices to
permit the identification of terminal
users. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
All paper forms and cards are retained
until they are filmed or are entered on
tape and their accuracy is verified. Then
they are destroyed by shredding. All
tapes, discs, and microfilm files are
updated periodically. The out-of-date
magnetic tapes and discs are erased. The
out-of-date microfilm is shredded.
SSA retains correspondence for 1 year
when it concerns documents returned to
an individual, denials of confidential
information, release of confidential
information to an authorized third party
and undeliverable material, for 4 years
when it concerns information and
evidence pertaining to coverage, wage,
and self-employment determinations or
when the statute of limitations is
involved, and permanently when it
affects future claims development
especially coverage, wage, and selfemployment determinations.
Correspondence is destroyed, when
appropriate, by shredding.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Director, Division of Earnings
Correction and Use, Office of Earnings,
Enumeration and Administration
Systems, Social Security
Administration, 6401 Security
Boulevard, Baltimore, MD 21235.
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
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RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
specify the record contents they are
seeking. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
NOTIFICATION PROCEDURES:
PO 00000
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is untimely, incomplete,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
SSN applicants, employers and selfemployed individuals; DOJ, the
Department of Homeland Security
(United States Citizenship and
Immigration Services); the Department
of Treasury; the United Mine Workers of
America Combined Benefit Fund; an
existing system of records maintained
by SSA, Master Beneficiary Record, 60–
0090; correspondence, replies to
correspondence, and earnings
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modifications resulting from SSA
internal processes.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0077
SYSTEM NAME:
Congressional Inquiry File, Social
Security Administration, Regional
Offices.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
1. Offices of the Regional
Commissioners, Social Security
Administration (SSA) (see the system
manager section below or access
https://www.socialsecurity.gov/foia/
bluebook/app_c.htm for address
information).
2. Social Security field offices
(consult local telephone directories for
addresses and telephone numbers).
3. Teleservice centers (contact the
system manager at the address below or
access https://www.socialsecurity.gov/
foia/bluebook/app_e.htm for the
addresses of SSA’s teleservice centers).
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
This system contains a record of
congressional representatives and the
individuals about whom they inquire.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence to and from
congressional representatives.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 205(a) of the Social Security
Act (42 U.S.C. 405).
PURPOSE(S):
This system is used to control and
respond to correspondence from
congressional representatives.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
2. To the Department of the Treasury,
Internal Revenue Service, as necessary,
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for the purpose of auditing the Social
Security Administration’s compliance
with the safeguard provisions of the
Internal Revenue Code of 1986, as
amended.
3. To Department of Justice (DOJ), a
court or other tribunal, or another party
before such tribunal when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
4. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
5. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
6. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
PO 00000
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1823
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records generally are maintained in
paper form in manila type folders.
However, records also may be
maintained in magnetic media (e.g., on
disc, microcomputer).
RETRIEVABILITY:
Records are retrieved alphabetically
by the Congressperson’s or individual’s
name.
SAFEGUARDS:
These records usually are available to
personnel who have a need for them in
the performance of their official duties.
Access https://www.socialsecurity.gov/
foia/bluebook/app_g.htm for additional
information relating to SSA data
security measures.
RETENTION AND DISPOSAL:
These records are generally retained
for 6 months to 3 years.
SYSTEM MANAGER(S) AND ADDRESS(ES):
IN THE BOSTON REGION (CONNECTICUT, MAINE,
MASSACHUSETTS, NEW HAMPSHIRE, RHODE
ISLAND, VERMONT):
Assistant Regional Commissioner,
Field Operations, Office of the Regional
Commissioner, Room 1100, John F.
Kennedy Federal Building, Boston, MA
02203.
IN THE NEW YORK REGION (NEW JERSEY, NEW
YORK, PUERTO RICO, VIRGIN ISLANDS):
Executive Support Staff, Office of the
Regional Commissioner, Room 40–100,
24 Federal Plaza, New York, NY 10278.
IN THE PHILADELPHIA REGION (DELAWARE,
DISTRICT OF COLUMBIA, MARYLAND,
PENNSYLVANIA, VIRGINIA, WEST VIRGINIA):
Assistant Regional Commissioner for
Processing Center Operations, Office of
the Regional Commissioner, P.O. Box
8788, Mail Stop 22, Philadelphia, PA
19101.
IN THE ATLANTA REGION (ALABAMA, NORTH
CAROLINA, SOUTH CAROLINA, FLORIDA, GEORGIA,
KENTUCKY, MISSISSIPPI, TENNESSEE):
Director, Office of Congressional,
Governmental and External Affairs,
Office of the Regional Commissioner,
101 Marietta Tower, Suite 1902, P.O.
Box 1684, Atlanta, GA 30301.
IN THE CHICAGO REGION (ILLINOIS, INDIANA,
MICHIGAN, MINNESOTA, OHIO, WISCONSIN):
Regional Public Affairs Office, Office
of the Regional Commissioner, 105 W.
Adams St., 10th Floor, Chicago, IL
60603.
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IN THE DALLAS REGION (ARKANSAS, LOUISIANA,
NEW MEXICO, OKLAHOMA, TEXAS):
Executive Officer, Office of the
Regional Commissioner, Room 1420,
1200 Main Tower Building, Dallas, TX
75202.
IN THE KANSAS CITY REGION (IOWA, KANSAS,
MISSOURI, NEBRASKA):
Assistant Regional Commissioner,
Programs Operations and Systems,
Office of the Regional Commissioner,
Room 436, Federal Office Building, 601
East 12th Street, Kansas City, MO
64106.
IN THE DENVER REGION (COLORADO, MONTANA,
NORTH DAKOTA, SOUTH DAKOTA, UTAH,
WYOMING):
Assistant Regional Commissioner,
Management and Budget, Office of the
Regional Commissioner, Federal Office
Building, 1961 Stout Street, Denver, CO
80294.
IN THE SAN FRANCISCO REGION (AMERICAN
SAMOA, ARIZONA, CALIFORNIA, GUAM, HAWAII,
NEVADA, NORTHERN MARIANNA ISLANDS):
Regional Public Affairs Officer, Office
of the Regional Commissioner, 75
Hawthorne St., San Francisco, CA
94105.
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Assistant Regional Commissioner,
Field Operations, Office of the Regional
Commissioner, M/S RX–52, 2201 Sixth
Avenue, Seattle, WA 98121.
Same as Notification procedures.
Also, requesters should reasonably
specify the record contents they are
seeking. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
NOTIFICATION PROCEDURES:
CONTESTING RECORD PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
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IN THE SEATTLE REGION (ALASKA, IDAHO,
OREGON, WASHINGTON):
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RECORD SOURCE CATEGORIES:
Information in this system is obtained
from congressional representatives.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0078
SYSTEM NAME:
Public Inquiry Correspondence File,
Social Security Administration,
Regional Offices.
SECURITY CLASSIFICATION:
None.
PO 00000
Frm 00030
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SYSTEM LOCATION:
1. Offices of the Regional
Commissioners, Social Security
Administration (SSA) (see system
manager section below for address
information).
2. Social Security field offices
(consult local telephone directories for
addresses and telephone numbers).
3. Teleservice centers (contact the
system manager at the address below or
access https://www.socialsecurity.gov/
foia/bluebook/app_e.htm for the
addresses of SSA’s teleservice centers).
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Members of the public who make
inquiries to SSA, generally regarding
benefit information.
CATEGORIES OF RECORDS IN THE SYSTEM:
Copies of inquires from the public
and replies from SSA, generally
regarding benefit information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 205(a) of the Social Security
Act (42 U.S.C. 405).
PURPOSE(S):
Information is maintained in this file
in case an inquirer requests information
or files a formal application for benefits.
Consequently, the information can be
used as a filing date for benefit
purposes.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
2. To the Department of the Treasury,
Internal Revenue Service, as necessary,
for the purpose of auditing the Social
Security Administration’s compliance
with the safeguard provisions of the
Internal Revenue Code of 1986, as
amended.
3. To Department of Justice (DOJ), a
court or other tribunal, or another party
before such tribunal when:
(a) SSA, any component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
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(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
4. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
5. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
6. To Federal, State, and local law
enforcement agencies and private
security contractors, as appropriate,
information necessary:
(a) To enable them to protect the
safety of Social Security Administration
(SSA) employees and customers, the
security of the SSA workplace and the
operation of SSA facilities; or
(b) To assist investigations or
prosecutions with respect to activities
that affect such safety and security or
activities that disrupts the operation of
SSA facilities.
7. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
Records generally are maintained in
paper form in folders in standard file
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RETRIEVABILITY:
By name of inquirer or name of
person about whom information is
requested.
SAFEGUARDS:
Information in this system is
restricted to Agency personnel who
need them in the performance of their
official duties. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
The records are retained for up to 3
years and then disposed of by
shredding.
SYSTEM MANAGER(S) AND ADDRESS(ES):
IN THE BOSTON REGION (CONNECTICUT, MAINE,
MASSACHUSETTS, NEW HAMPSHIRE, RHODE
ISLAND, VERMONT)
Assistant Regional Commissioner,
Field Operations, Office of the Regional
Commissioner, Room 1900, John F.
Kennedy Federal Building, Boston, MA
02203–1900.
IN THE NEW YORK REGION (NEW JERSEY, NEW
YORK, PUERTO RICO, VIRGIN ISLANDS)
Regional Public Affairs Office, Office
of the Regional Commissioner, Social
Security Administration, Room 40–100,
26 Federal Plaza, New York, NY 10278.
IN THE PHILADELPHIA REGION (DELAWARE,
DISTRICT OF COLUMBIA, MARYLAND,
PENNSYLVANIA, VIRGINIA, WEST VIRGINIA)
Assistant Regional Commissioner,
Programs, Office of the Regional
Commissioner, P.O. Box 8788, Mail
Stop 22, Philadelphia, PA 19101.
IN THE ATLANTA REGION (ALABAMA, NORTH
CAROLINA, SOUTH CAROLINA, FLORIDA, GEORGIA,
KENTUCKY, MISSISSIPPI, TENNESSEE)
Regional Commissioner’s Inquiry
Unit, Office of the Regional
Commissioner, Social Security
Administration, 61 Forsyth Street, NW.,
Atlanta, GA 30303.
IN THE CHICAGO REGION (ILLINOIS, INDIANA,
MICHIGAN, MINNESOTA, OHIO, WISCONSIN)
Assistant Regional Commissioner,
Programs Operations and Systems,
Office of the Regional Commissioner,
105 W. Adams Street, 10th Floor,
Chicago, IL 60603.
IN THE DALLAS REGION (ARKANSAS, LOUISIANA,
NEW MEXICO, OKLAHOMA, TEXAS)
STORAGE:
VerDate Aug<31>2005
cabinets. However, records also may be
maintained in magnetic media (e.g.,
disc, microcomputer).
Office of the Regional Commissioner,
Social Security Administration, Room
1440, 1200 Main Tower, Dallas, TX
75202.
PO 00000
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IN THE KANSAS CITY REGION (IOWA, KANSAS,
MISSOURI, NEBRASKA)
Assistant Regional Commissioner,
Programs Operations and Systems,
Office of the Regional Commissioner,
Room 436, Federal Office Building, 601
East 12th Street, Kansas City, MO
64106.
IN THE DENVER REGION (COLORADO, MONTANA,
NORTH DAKOTA, SOUTH DAKOTA, UTAH,
WYOMING)
Assistant Regional Commissioner,
Management and Budget, Office of the
Regional Commissioner, Federal Office
Building, 1961 Stout Street, Denver, CO
80294.
IN THE SAN FRANCISCO REGION (AMERICAN
SAMOA, ARIZONA, CALIFORNIA, GUAM, HAWAII,
NEVADA, NORTHERN MARIANNA ISLANDS):
Regional Communications Director,
Office of the Regional Commissioner,
P.O. Box 4201, Richmond, CA 94804.
IN THE SEATTLE REGION (ALASKA, IDAHO,
OREGON, WASHINGTON)
Assistant Regional Commissioner,
Field Operations, Office of the Regional
Commissioner, M/S RX–52, 2201 Sixth
Avenue, Seattle, WA 98121.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record pertaining to
him/her by contacting the most
convenient SSA field office (FO) or by
writing to the system manager(s) at the
above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. FO addresses and
telephone numbers can be found in
local telephone directories under
‘‘Social Security Administration,’’ or by
accessing https://www.ssa.gov/regions/
regional.html. An individual requesting
notification of records in person should
provide the same information, as well as
provide an identity document,
preferably with a photograph, such as a
driver’s license or some other means of
identification. If an individual does not
have any identification documents
sufficient to establish his/her identity,
the individual must certify in writing
that he/she is the person claimed to be
and that he/she understands that the
knowing and willful request for, or
acquisition of, a record pertaining to
another individual under false pretenses
is a criminal offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
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will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Information is furnished by the
inquirer and generated by SSA in
response to inquiries.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
SYSTEM NUMBER: 60–0090
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SYSTEM NAME:
Master Beneficiary Record, Social
Security Administration, Deputy
Commissioner for Systems, Office of
Retirement and Survivors Insurance
Systems (ORSIS).
SECURITY CLASSIFICATION:
None.
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Social Security Administration, Office
of Telecommunications and Systems
Operations, 6401 Security Boulevard,
Baltimore, MD 21235.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
All Social Security beneficiaries who
are, or were, entitled to receive
Retirement and Survivors Insurance
(RSI), or Disability Insurance (DI)
benefits, including individuals who
have received a RSI or DI payment since
November 1978, even if their payment
is not part of an ongoing award of
benefits; individuals (non-claimants) on
whose earnings records former spouses
apply for RSI or DI benefits; persons
who are only enrolled in the Hospital or
Supplementary Medical Insurance (SMI)
programs; and claimants whose benefits
have been denied or disallowed.
The system also contains short
references to records for persons
entitled to Supplemental Security
Income payments, black lung benefits or
railroad retirement board benefits.
CATEGORIES OF IN THE SYSTEM:
Same as Notification procedures.
Also, requesters should reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
None.
SYSTEM LOCATION:
The Master Beneficiary Record (MBR)
contains information about each
claimant who has applied for RSI or DI
benefits, or to be enrolled in the
Hospital or SMI programs; a record of
the amount of Federal tax withheld on
benefits paid to nonresident aliens; and
the aggregate amount of benefit
payments, repayments and reductions
with respect to an individual in a
calendar year. A record is maintained
under each individual’s Social Security
number (SSN). However, if the
individual has filed on another person’s
SSN, only a short ‘‘pointer’’ record is
maintained. Personal and general data
about the claim is maintained under the
SSN of that claim. Data about the
claimant can be accessed using the
claimant’s SSN or the SSN on which
benefits have been awarded or claimed
(claim account number (CAN)).
There are three types of data in each
CAN:
Account data: This includes the
primary insurance amount, insured
status of the SSN holder (if no monthly
benefits are payable), data relating to the
computation (use of military service
credits, railroad retirement credits, or
coverage credits earned under the Social
Security system of a foreign country
when the claim is based on a
totalization agreement), and, if only
survivor’s benefits have been paid,
identifying data about the SSN holder
(full name, date of birth, date of death
and verification of date of death).
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Payment data: This includes the
payee’s name and address, data about a
financial institution (if benefits are sent
directly to the institution for deposit),
the monthly payment amount, the
amount and date of a one-time payment
of past due benefits, and, where
appropriate, a scheduled future
payment.
Beneficiary data: This includes
personal information (name, date of
birth, sex, date of filing, relationship to
the SSN holder, other SSNs, benefit
amount and payment status), and, if
applicable, information about a
representative payee, data about
disability entitlement, worker’s
compensation offset data, estimates and
report of earnings, or student
entitlement information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 202–205, 223, 226, 228,
1818, 1836, and 1840 of the Social
Security Act (42 U.S.C. 402–405, 423,
426, 428, 1395i–2, 1395o, and 1395s).
PURPOSES(S):
Data in this system are used by a
broad range of Social Security
Administration (SSA) employees for
responding to inquiries, generating
follow-ups on beneficiary reporting
events, computer exception processing,
statistical studies, conversion of
benefits, and generating records for the
Department of the Treasury to pay the
correct benefit amount.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To applicants or claimants,
prospective applicants or claimants
(other than the data subject), their
authorized representatives or
representative payees to the extent
necessary to pursue Social Security
claims, and to representative payees,
when the information pertains to
individuals for whom they serve as
representative payees, for the purpose of
assisting the Social Security
Administration in administering its
representative payment responsibilities
under the Act and assisting the
representative payees in performing
their duties as payees, including
receiving and accounting for benefits for
individuals for whom they serve as
payees.
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2. To third party contacts (e.g.,
employers and private pension plan) in
situations where the party to be
contacted has, or is expected to have,
information relating to the individual’s
capability to manage his/her affairs or
his/her eligibility for, or entitlement to,
benefits under the Social Security
program when:
(a) The individual is unable to
provide information being sought. An
individual is considered to be unable to
provide certain types of information
when:
(i) He/she is incapable or of
questionable mental capability;
(ii) He/she cannot read or write;
(iii) He/she cannot afford the cost of
obtaining the information;
(iv) He/she has a hearing impairment,
and is contacting SSA by telephone
through a telecommunications relay
system operator;
(v) A language barrier exists; or
(vi) The custodian of the information
will not, as a matter of policy, provide
it to the individual; or
(b) The data are needed to establish
the validity of evidence or to verify the
accuracy of information presented by
the individual, and it concerns one or
more of the following:
(i) His/her eligibility for benefits
under the Social Security program;
(ii) The amount of his/her benefit
payment; or
(iii) Any case in which the evidence
is being reviewed as a result of
suspected fraud, concern for program
integrity, quality appraisal, or
evaluation and measurement activities.
3. To third party contacts that may
have information relevant to the Social
Security Administration’s establishment
or verification of information provided
by representative payees or payee
applicants.
4. To a Social Security beneficiary/
claimant when a claim is filed by
another individual on the same record
which is adverse to the beneficiary, but
only information concerning the facts
relevant to the interests of each party in
a claim; e.g.:
(a) An award of benefits to a new
claimant precludes an award to a prior
claimant; or
(b) An award of benefits to a new
claimant will reduce the benefit
payments to the individual(s) on the
roll.
5. To the Department of the Treasury
for:
(a) Collecting Social Security taxes or
as otherwise pertinent to tax and benefit
payment provisions of the Social
Security Act (including Social Security
number verification services);
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(b) Investigating the alleged theft,
forgery, or unlawful negotiation of
Social Security checks;
(c) Determining the Federal tax
liability on Social Security benefits
pursuant to 26 U.S.C. 6050F, as
amended by Pub. L. 98–21. The
information disclosed will consist of the
following:
(i) The aggregate amount of Social
Security benefits paid with respect to
any individual during any calendar
year;
(ii) The aggregate amount of Social
Security benefits repaid by such
individual during such calendar year;
(iii) The aggregate reductions under
section 224 of the Social Security Act in
benefits which would otherwise have
been paid to such individual during the
calendar year on account of amounts
received under a worker’s compensation
act; and
(iv) The name and address of such
individual;
(d) Depositing the tax withheld on
benefits paid to nonresident aliens in
the Treasury (Social Security Trust
Funds) pursuant to 26 U.S.C. 871, as
amended by Pub. L. 98–21.
6. To the United States Postal Service
for investigating the alleged theft or
forgery of Social Security checks.
7. To the Department of Justice for:
(a) Investigating and prosecuting
violations of the Act to which criminal
penalties attach;
(b) Representing the Commissioner of
Social Security; and
(c) Investigating issues of fraud by
Agency officers or employees, or
violation of civil rights.
8. To the Department of State for
administering the Social Security Act in
foreign countries through services and
facilities of that agency.
9. To the American Institute, a private
corporation under contract to the
Department of State, for administering
the Social Security Act on Taiwan
through facilities and services of that
agency.
10. To the Department of Veterans
Affairs, Regional Office, Manila,
Philippines, for administering the Act in
the Philippines and other parts of the
Asia-Pacific region through the services
and facilities of that agency.
11. To the Social Security Agency of
a foreign country, to carry out the
purpose of an international Social
Security agreement entered into
between the United States and the other
country, pursuant to section 233 of the
Social Security Act.
12. To the Office of the President for
the purpose of responding to an
individual pursuant to an inquiry
received from that individual or from a
third party on his/her behalf.
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13. To the Department of Education
for determining eligibility of applicants
for basic educational opportunity grants.
14. To the Bureau of the Census when
it performs as a collecting agent or data
processor for research and statistical
purposes directly relating to this system
of records.
15. To the Department of the
Treasury, Office of Tax Analysis, for
studying the effects of income taxes and
taxes on earnings.
16. To the Office of Personnel
Management for the study of the
relationship of civil service annuities to
minimum Social Security benefits, and
the effects on the Social Security trust
fund.
17. To State Social Security
Administrators for administering
agreements pursuant to section 218 of
the Social Security Act.
18. To the Department of Energy for
its epidemiological research study of the
long-term effects of low-level radiation
exposure, as permitted by SSA
Regulations 20 CFR 401.150(c).
19. To contractors under contract to
the Social Security Administration
(SSA), or under contract to another
agency with funds provided by SSA, for
the performance of research and
statistical activities directly relating to
this system of records.
20. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
21. To the Department of Labor for
conducting statistical studies of the
relationship of private pensions and
Social Security benefits to prior
earnings.
22. To a party named in an order,
process, or interrogatory, in accordance
with section 459 of the Social Security
Act, if a designee of the Agency is
served with any such order, process, or
interrogatory with respect to an
individual’s child support or alimony
payment obligations.
23. To Federal, State, or local agencies
(or agents on their behalf) for
administering income maintenance or
health maintenance programs (including
programs under the Social Security
Act). Such disclosures include, but are
not limited to, release of information to:
(a) Railroad Retirement Board for
administering provisions of the Railroad
Retirement Act relating to railroad
employment; for administering the
Railroad Unemployment Insurance Act
and for administering provisions of the
Social Security Act relating to railroad
employment;
(b) Department of Veterans Affairs for
administering 38 U.S.C. 1312, and upon
request, for determining eligibility for,
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or amount of, veterans benefits or
verifying other information with respect
thereto pursuant to 38 U.S.C. 5106;
(c) State welfare departments for
administering sections 205(c)(2)(B)(i)(II)
and 402(a)(25) of the Social Security Act
requiring information about assigned
Social Security numbers for Temporary
Assistance for Needy Families (TANF)
program purposes and for determining a
recipient’s eligibility under the TANF
program; and
(d) State agencies for administering
the Medicaid program.
24. To the Department of Justice,
Criminal Division, Office of Special
Investigations, upon receipt of a request
for information pertaining to the
identity and location of aliens for the
purpose of detecting, investigating and,
where appropriate, taking legal action
against suspected Nazi war criminals in
the United States.
25. To third party contacts such as
private collection agencies and credit
reporting agencies under contract with
the Social Security Administration
(SSA) and State motor vehicle agencies
for the purpose of their assisting SSA in
recovering overpayments.
26. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under the routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an agency function
relating to this system of records.
27. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
28. To the Federal Reserve Bank of
New York for the purpose of making
direct deposit/electronic funds transfer
of Social Security benefits to foreignresident beneficiaries.
29. To the Department of Justice
(DOJ), a court or other tribunal, or
another party before such tribunal
when:
(a) Social Security Administration
(SSA), or any component thereof, or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
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litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
30. To the Rehabilitation Services
Administration (RSA) for use in its
program studies of, and development of
enhancements for, State vocational
rehabilitation programs. These are
programs to which applicants or
beneficiaries under Titles II and or XVI
of the Social Security Act may be
referred. Data released to RSA will not
include any personally identifying
information (such as names or Social
Security numbers).
31. To the Department of Education
addresses of beneficiaries who are
obligated on loans held by the Secretary
of Education or a loan made in
accordance with 20 U.S.C. 1071, et seq.
(the Robert T. Stafford Federal Student
Loan Program) as authorized by section
489A of the Higher Education Act of
1965.
32. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
33. To Federal, State, and local law
enforcement agencies and private
security contractors, as appropriate,
information necessary:
(a) To enable them to protect the
safety of Social Security Administration
(SSA) employees and customers, the
security of the SSA workplace and the
operation of SSA facilities; or
(b) To assist investigations or
prosecutions with respect to activities
that affect such safety and security or
activities that disrupts the operation of
SSA facilities.
34. To recipients of erroneous Death
Master File (DMF) information,
corrections to information that resulted
in erroneous inclusion of individuals in
the DMF.
35. To entities conducting
epidemiological or similar research
projects, upon request, information as to
whether an individual is alive or
deceased pursuant to section 1106(d) of
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the Social Security Act (42 U.S.C.
1306(d)), provided that:
(a) The Social Security
Administration (SSA) determines, in
consultation with the Department of
Health and Human Services, that the
research may reasonably be expected to
contribute to a national health interest;
and
(b) The requester agrees to reimburse
SSA for the costs of providing the
information; and
(c) The requester agrees to comply
with any safeguards and limitations
specified by SSA regarding re-release or
re-disclosure of the information.
36. To a Federal, State, or
congressional support agency (e.g.,
Congressional Budget Office and the
Congressional Research Staff in the
Library of Congress) for research,
evaluation, or statistical studies. Such
disclosures include, but are not limited
to, release of information in assessing
the extent to which one can predict
eligibility for Supplemental Security
Income (SSI) payments or Social
Security disability insurance benefits;
examining the distribution of Social
Security benefits by economic and
demographic groups and how these
differences might be affected by possible
changes in policy; analyzing the
interaction of economic and noneconomic variables affecting entry and
exit events and duration in the Title II
Old Age, Survivors, and Disability
Insurance and the Title XVI SSI
disability programs; and, analyzing
retirement decisions focusing on the
role of Social Security benefit amounts,
automatic benefit recomputation, the
delayed retirement credit, and the
retirement test, if the Social Security
Administration (SSA):
(a) Determines that the routine use
does not violate legal limitations under
which the record was provided,
collected, or obtained;
(b) Determines that the purpose for
which the proposed use is to be made:
(i) Cannot reasonably be
accomplished unless the record is
provided in a form that identifies
individuals;
(ii) Is of sufficient importance to
warrant the effect on, or risk to, the
privacy of the individual which such
limited additional exposure of the
record might bring;
(iii) Has reasonable probability that
the objective of the use would be
accomplished;
(iv) Is of importance to the Social
Security program or the Social Security
beneficiaries or is for an
epidemiological research project that
relates to the Social Security program or
beneficiaries;
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(c) Requires the recipient of
information to:
(i) Establish appropriate
administrative, technical, and physical
safeguards to prevent unauthorized use
or disclosure of the record and agree to
on-site inspection by SSA’s personnel,
its agents, or by independent agents of
the recipient agency of those safeguards;
(ii) Remove or destroy the information
that enables the individual to be
identified at the earliest time at which
removal or destruction can be
accomplished consistent with the
purpose of the project, unless the
recipient receives written authorization
from SSA that it is justified, based on
research objectives, for retaining such
information;
(iii) Make no further use of the
records except:
(1) Under emergency circumstances
affecting the health and safety of any
individual, following written
authorization from SSA;
(2) For disclosure to an identified
person approved by SSA for the purpose
of auditing the research project;
(iv) Keep the data as a system of
statistical records. A statistical record is
one which is maintained only for
statistical and research purposes and
which is not used to make any
determination about an individual;
(d) Secures a written statement by the
recipient of the information attesting to
the recipient’s understanding of, and
willingness to abide by, these
provisions.
37. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
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Disclosure pursuant to 5 U.S.C.
552a(b)(12) may be made to consumer
reporting agencies as defined in the Fair
Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims
Collection Act of 1966 as amended (31
U.S.C. 3701, et seq.) or the Social
Security Domestic Employment Reform
Act of 1994, Public Law 103–387, 42
U.S.C. 404(f). The purpose of this
disclosure is to aid in the collection of
outstanding debts owed to the Federal
Government, typically, to provide an
incentive for debtors to repay
14:26 Jan 10, 2006
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POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored in magnetic media
(e.g., magnetic tape and magnetic disk)
and in microform and paper form.
RETRIEVABILITY:
Records in this system are indexed
and retrieved by SSN.
SAFEGUARDS:
Safeguards for automated records
have been established in accordance
with the Systems Security Handbook.
All magnetic tapes and disks are within
an enclosure attended by security
guards. Anyone entering or leaving this
enclosure must have special badges
which are issued only to authorized
personnel. All microform and paper
files are accessible only by authorized
personnel and are locked after working
hours.
For computerized records,
electronically transmitted between
SSA’s central office and field office
locations (including organizations
administering SSA programs under
contractual agreements), safeguards
include a lock/unlock password system,
exclusive use of leased telephone lines,
a terminal oriented transaction matrix,
and an audit trail. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
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delinquent Federal Government debts
by making these part of their credit
records.
Disclosure of records is limited to the
individual’s name, address, SSN, and
other information necessary to establish
the individual’s identity; the amount,
status, and history of the claim and the
agency or program under which the
claim arose. The disclosure will be
made only after the procedural
requirements of 31 U.S.C. 3711(e) has
been followed.
Primary data storage is on magnetic
disk. A new version of the disk file is
generated each month based on changes
to the beneficiary’s record (adjustment
in benefit amount, termination, or new
entitlements). The prior version is
written to tape and retained for 90 days
in SSA’s main data processing facility
and is then sent to a secured storage
facility for indefinite retention.
Selected records also are retained on
magnetic disk for on-line query
purposes. The query files are updated
monthly and retained indefinitely.
Microform records are disposed of by
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1829
shredding or the application of heat
after periodic replacement of a complete
file.
Paper records are usually destroyed
after use, by shredding, except where
needed for documentation of the claims
folder. (See the notice for the Claims
Folders System, 60–0089 for retention
periods and method of disposal for
these records).
SYSTEM MANAGER(S) AND ADDRESS(ES):
Associate Commissioner, Office of
Retirement and Survivors Insurance
Systems, Social Security
Administration, 6401 Security
Boulevard, Baltimore, MD 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
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claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
specify the record contents they are
seeking. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is untimely, incomplete,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Data for the MBR come primarily from
the Claims Folders System, 60–0089
and/or are furnished by the claimant/
beneficiary at the time of filing for
benefits, via the application form and
necessary proofs, and during the period
of entitlement when notices of events
such as changes of address, work,
marriage, are given to SSA by the
beneficiary; and from States regarding
Hospital Insurance third party premium
payment/buy-in cases.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0103
SYSTEM NAME:
Supplemental Security Income
Record and Special Veterans Benefits,
Social Security Administration, Office
of Systems, Office of Disability and
Supplemental Security Income Systems
(ODSSIS).
SECURITY CLASSIFICATION:
None.
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SYSTEM LOCATION:
Social Security Administration, Office
of Telecommunications and Systems
Operations, 6401 Security Boulevard,
Baltimore, MD 21235.
Records also may be located in the
Social Security Administration (SSA)
regional offices (contact the system
manager at the address below or access
https://www.socialsecurity.gov/foia/
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14:26 Jan 10, 2006
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bluebook/app_c.htm for address
information) and field offices
(individuals should consult their local
telephone directories for address
information).
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
This file contains a record for each
individual who has applied for
Supplemental Security Income (SSI)
payments, including individuals who
have requested an advance payment;
SSI recipients who have been overpaid;
and ineligible persons associated with
an SSI recipient. This file also covers
those individuals who have applied for
and who are entitled to the Special
Veterans Benefits (SVB) under Title VIII
of the Social Security Act. (This file
does not cover applicants who do not
have a Social Security number (SSN).)
CATEGORIES OF IN THE SYSTEM:
This file contains data regarding SSI
eligibility; citizenship; residence;
Medicaid eligibility; eligibility for other
benefits; alcoholism or drug addiction
data, if applicable (disclosure of this
information may be restricted by 21
U.S.C. 1175 and 42 U.S.C. 290dd–3 and
ee–3); income data; resources; payment
amounts, including the date and amount
of advance payments; overpayment
amounts, including identifying
characteristics of each overpayment
(e.g., name, SSN, address of the
individual(s) involved, recovery efforts
made and the date of each action and
planned future actions); and date and
amount of advance payments; living
arrangements; case folder location data;
appellate decisions, if applicable; SSN
used to identify a particular individual,
if applicable; information about
representative payees, if applicable; and
a history of changes to any of the
persons who have applied for SSI
payments. For eligible individuals, the
file contains basic identifying
information such as the applicant’s
name, Social Security number (SSN),
and date of birth (DOB), income and
resources (if any) and, in conversion
cases, the State welfare number.
This file also contains information
about applicants for SVB. The
information maintained in this system
of records is collected from the
applicants for Title VIII SVB, and other
systems of records maintained by SSA.
The information maintained includes a
data element indicating this is a Title
VIII SVB claim. It will also include:
identifying information such as the
applicant’s name, SSN and DOB;
telephone number (if any); foreign and
domestic addresses; the applicant’s sex;
income data, payment amounts
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(including overpayment amounts); and
other information provided by the
applicant relative to his or her
entitlement for SVB.
If the beneficiary has a representative
payee, this system of records includes
data about the representative payee such
as the payee’s SSN; employer
identification number, if applicable; and
mailing address.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 1602, 1611, 1612, 1613,
1614, 1615, 1616, 1631, 1633, 1634 of
Title XVI and Title VIII of the Social
Security Act (42 U.S.C. 1382, 1382a,
1382b, 1382c, 1382d, 1382e, 1383,
1383b, 1383c.
PURPOSE(S):
SSI records begin in Social Security
field offices where an individual or
couple files an application for SSI
payments. SVB records begin in Social
Security field offices and the Veterans
Affairs Regional Office where an
individual files an application for SVB
payments. The SSI and SVB
applications contain data which may be
used to prove the identity of the
applicant, to determine his/her
eligibility for SSI or SVB payments and,
in cases where eligibility is determined,
to compute the amount of the payment.
Information from the application, in
addition to data used internally to
control and process SSI and SVB cases,
is used to create the Supplemental
Security Income Record (SSR). The SSR
also is used as a means of providing a
historical record of all activity on a
particular individual’s or couple’s
record.
In addition, statistical data are
derived from the SSR for actuarial and
management information purposes.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘returns or return information’’ under
26 U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To the Department of the Treasury
to prepare SSI, Energy Assistance, and
SVB checks to be sent to claimants or
beneficiaries.
2. To the States to establish the
minimum income level for computation
of State supplements.
3. To the following Federal and State
agencies to prepare information for
verification of benefit eligibility under
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section 1631(e) of the Social Security
Act: Bureau of Indian Affairs; Office of
Personnel Management; Department of
Agriculture; Department of Labor; U.S.
Citizenship and Immigration Services;
Internal Revenue Service; Railroad
Retirement Board; State Pension Funds;
State Welfare Offices; State Worker’s
Compensation; Department of Defense;
United States Coast Guard; and
Department of Veterans Affairs.
4. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
5. To the appropriate State agencies
(or other agencies providing services to
disabled children) to identify Title XVI
eligibles under the age of 16 for the
consideration of rehabilitation services
in accordance with section 1615 of the
Act, 42 U.S.C. 1382d.
6. To contractors under contract to the
Social Security Administration (SSA),
or under contract to another agency
with funds provided by SSA, for the
performance of research and statistical
activities directly relating to this system
of records.
7. To State audit agencies for auditing
State supplementation payments and
Medicaid eligibility consideration.
8. To State agencies to effect and
report the fact of Medicaid eligibility of
Title XVI recipients in the jurisdiction
of those States which have elected
Federal determinations of Medicaid
eligibility of Title XVI eligibles and to
assist the States in administering the
Medicaid program.
9. To State agencies to identify Title
XVI eligibles in the jurisdiction of those
States which have not elected Federal
determinations of Medicaid eligibility in
order to assist those States in
establishing and maintaining Medicaid
rolls and in administering the Medicaid
program.
10. To State agencies to enable those
agencies which have elected Federal
administration of their supplementation
programs to monitor changes in
applicant/recipient income, special
needs, and circumstances.
11. To State agencies to enable those
agencies which have elected to
administer their own supplementation
programs to identify SSI eligibles in
order to determine the amount of their
monthly supplementary payments.
12. To State agencies to enable them
to assist in the effective and efficient
administration of the Supplemental
Security Income program.
13. To State agencies to enable those
which have an agreement with the
Social Security Administration to carry
out their functions with respect to
Interim Assistance Reimbursement
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Jkt 208001
pursuant to section 1631(g) of the Social
Security Act.
14. To State agencies to enable them
to locate potentially eligible individuals
and to make eligibility determinations
for extensions of social services under
the provisions of Title XX of the Social
Security Act.
15. To State agencies to assist them in
determining initial and continuing
eligibility in their income maintenance
programs and for investigation and
prosecution of conduct subject to
criminal sanctions under these
programs.
16. To the United States Postal
Service for investigating the alleged
theft, forgery or unlawful negotiation of
Supplemental Security Income and
Special Veterans Benefit checks.
17. To the Department of the Treasury
for investigating the alleged theft,
forgery or unlawful negotiation of
Supplemental Security Income and
Special Veterans Benefit checks.
18. To the Department of Education
for determining the eligibility of
applicants for Basic Educational
Opportunity Grants.
19. To Federal, State or local agencies
(or agents on their behalf) for
administering cash or non-cash income
maintenance or health maintenance
programs (including programs under the
Social Security Act). Such disclosures
include, but are not limited to, release
of information to:
(a) The Department of Veterans
Affairs (DVA) upon request for
determining eligibility for, or amount of,
DVA benefits or verifying other
information with respect thereto in
accordance with 38 U.S.C. 5106;
(b) The Railroad Retirement Board for
administering the Railroad
Unemployment Insurance Act;
(c) State agencies to determine
eligibility for Medicaid;
(d) State agencies to locate potentially
eligible individuals and to make
determinations of eligibility for the food
stamp program;
(e) State agencies to administer energy
assistance to low income groups under
programs for which the States are
responsible; and
(f) Department of State (DOS) and its
agents to assist SSA in administering
the Social Security Act in foreign
countries; the American Institute on
Taiwan, a private corporation under
contract to DOS, to assist in
administering the Social Security Act in
Taiwan; and the DVA, Regional Office,
Manila, Philippines, and its agents, to
assist in administering the Social
Security Act in the Philippine and other
parts of the Asia-Pacific region.
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1831
20. To the Internal Revenue Service,
Department of the Treasury, as
necessary, for the purpose of auditing
the Social Security Administration’s
compliance with the safeguard
provisions of the Internal Revenue Code
of 1986, as amended.
21. To the Office of the President for
the purpose of responding to an
individual pursuant to an inquiry
received from that individual or a third
party on his/her behalf.
22. To the Department of Justice,
Criminal Division, Office of Special
Investigations, upon receipt of a request
for information pertaining to the
identity and location of aliens for the
purpose of detecting, investigating and,
where necessary, taking legal action
against suspected Nazi war criminals in
the United States.
23. To third party contacts such as
private collection agencies and credit
reporting agencies under contract with
the Social Security Administration
(SSA) and State motor vehicle agencies
for the purpose of their assisting SSA in
recovering overpayments.
24. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter a contractual or similar
agreement with a third party to assist in
accomplishing an Agency function
relating to this system of records.
25. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
26. To the Department of Justice
(DOJ), a court or other tribunal, or
another party before such tribunal
when:
(a) Social Security Administration
(SSA), or any component thereof, or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
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tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
27. To representative payees, when
the information pertains to individuals
for whom they serve as representative
payees, for the purpose of assisting the
Social Security Administration in
administering its representative
payment responsibilities under the Act
and assisting the representative payees
in performing their duties as payees,
including receiving and accounting for
benefits for individuals for whom they
serve as payees.
28. To third party contacts (e.g.,
employers and private pension plans) in
situations where the party to be
contacted has, or is expected to have,
information relating to the individual’s
capability to manage his/her affairs or
his/her eligibility for, or entitlement to,
benefits under the Social Security
program when:
(a) The individual is unable to
provide information being sought. An
individual is considered to be unable to
provide certain types of information
when:
(i) He/she is incapable or of
questionable mental capability;
(ii) He/she cannot read or write;
(iii) He/she cannot afford the cost of
obtaining the information;
(iv) He/she has a hearing impairment,
and is contacting SSA by telephone
through a telecommunications relay
system operator;
(v) A language barrier exists; or
(vi) The custodian of the information
will not, as a matter of policy, provide
it to the individual; or
(b) The data are needed to establish
the validity of evidence or to verify the
accuracy of information presented by
the individual, and it concerns one or
more of the following:
(i) His/her eligibility for benefits
under the Social Security program;
(ii) The amount of his/her benefit
payment; or
(iii) Any case in which the evidence
is being reviewed as a result of
suspected fraud, concern for program
integrity, quality appraisal, or
evaluation and measurement activities.
29. To the Rehabilitation Services
Administration (RSA) for use in its
program studies of, and development of
enhancements for, State vocational
rehabilitation programs. These are
programs to which applicants or
beneficiaries under Titles II and or XVI
of the Social Security Act may be
referred. Data released to RSA will not
include any personally identifying
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information (such as names or Social
Security numbers).
30. To the Department of Education,
addresses of beneficiaries who are
obligated on loans held by the Secretary
of Education or a loan made in
accordance with 20 U.S.C. 1071, et. seq.
(the Robert T. Stafford Student Loan
Program), as authorized by section 489A
of the Higher Education Act of 1965.
31. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
32. To Federal, State, and local law
enforcement agencies and private
security contractors, as appropriate, if
information is necessary:
(a) To enable them to protect the
safety of Social Security Administration
(SSA) employees and customers, the
security of the SSA workplace and the
operation of SSA facilities; or
(b) To assist investigations or
prosecutions with respect to activities
that affect such safety and security or
activities that disrupt the operation of
SSA facilities.
33. To recipient of erroneous Death
Master File (DMF), corrections to
information that resulted in erroneous
inclusion of individuals DMF.
34. To entities conducting
epidemiological or similar research
projects, upon request, information as to
whether an individual is alive or
deceased pursuant to section 1106(d) of
the Social Security Act (42 U.S.C.
1306(d)), provided that:
(a) The Social Security
Administration (SSA) determines, in
consultation with the Department of
Health and Human Services, that the
research may reasonably be expected to
contribute to a national health interest;
and
(b) The requester agrees to reimburse
SSA for the costs of providing the
information; and
(c) The requester agrees to comply
with any safeguards and limitations
specified by SSA regarding re-release or
re-disclosure of the information.
35. To a Federal, State, or
congressional support agency (e.g.,
Congressional Budget Office and the
Congressional Research Staff in the
Library of Congress) for research,
evaluation, or statistical studies. Such
disclosures include, but are not limited
to, release of information in assessing
the extent to which one can predict
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eligibility for Supplemental Security
Income (SSI) payments or Social
Security disability insurance benefits;
examining the distribution of Social
Security benefits by economic and
demographic groups and how these
differences might be affected by possible
changes in policy; analyzing the
interaction of economic and noneconomic variables affecting entry and
exit events and duration in the Title II
Old Age, Survivors, and Disability
Insurance and the Title XVI SSI
disability programs; and analyzing
retirement decisions focusing on the
role of Social Security benefit amounts,
automatic benefit recomputation, the
delayed retirement credit, and the
retirement test, if the Social Security
Administration (SSA):
(a) Determines that the routine use
does not violate legal limitations under
which the record was provided,
collected, or obtained;
(b) Determines that the purpose for
which the proposed use is to be made:
(i) Cannot reasonably be
accomplished unless the record is
provided in a form that identifies
individuals;
(ii) Is of sufficient importance to
warrant the effect on, or risk to, the
privacy of the individual which such
limited additional exposure of the
record might bring;
(iii) Has reasonable probability that
the objective of the use would be
accomplished;
(iv) Is of importance to the Social
Security program or the Social Security
beneficiaries or is for an
epidemiological research project that
relates to the Social Security program or
beneficiaries;
(c) Requires the recipient of
information to:
(i) Establish appropriate
administrative, technical, and physical
safeguards to prevent unauthorized use
or disclosure of the record and agree to
on-site inspection by SSA’s personnel,
its agents, or by independent agents of
the recipient agency of those safeguards;
(ii) Remove or destroy the information
that enables the individual to be
identified at the earliest time at which
removal or destruction can be
accomplished consistent with the
purpose of the project, unless the
recipient receives written authorization
from SSA that it is justified, based on
research objectives, for retaining such
information;
(iii) Make no further use of the
records except:
(1) Under emergency circumstances
affecting the health and safety of any
individual, following written
authorization from SSA;
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(2) For disclosure to an identified
person approved by SSA for the purpose
of auditing the research project;
(iv) Keep the data as a system of
statistical records. A statistical record is
one which is maintained only for
statistical and research purposes and
which is not used to make any
determination about an individual;
(d) Secures a written statement by the
recipient of the information attesting to
the recipient’s understanding of, and
willingness to abide by, these
provisions.
36. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
Disclosure pursuant to 5 U.S.C.
552a(b)(12) may be made to consumer
reporting agencies as defined in the Fair
Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701,
et seq.), as amended. The disclosure will
be made in accordance with 31 U.S.C.
3711(e) when authorized by sections
204(f), 808(e) or 1631(b)(4) of the Social
Security Act (42 U.S.C. 404(f), 1008(e)
or 1383(b)(4)). The purpose of this
disclosure is to aid in the collection of
outstanding debts owed the Federal
Government, typically, to provide an
incentive for debtors to repay
delinquent Federal Government debts
by making these debts part of their
credit records. The information to be
disclosed is limited to the individual’s
name, address, SSN, and other
information necessary to establish the
individual’s identity; the amount,
status, and history of the debt and the
agency or program under which the debt
arose.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
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STORAGE:
Records are maintained in magnetic
media (e.g., magnetic tape) and in
microform and microfiche form.
RETRIEVABILITY:
Records are indexed and retrieved by
SSN.
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SAFEGUARDS:
1833
Associate Commissioner, Office of
Disability and Supplemental Security
Income Systems (ODSSIS), Social
Security Administration, 6401 Security
Boulevard, Baltimore, Maryland 21235.
An individual requesting notification
of records in person should provide the
same information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
NOTIFICATION PROCEDURES:
RECORD ACCESS PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to or visiting any Social
Security field office (FO) and providing
his or her name and SSN. (FO addresses
and telephone numbers can be found in
local telephone directories under Social
Security Administration, or by accessing
www.ssa.gov/regions/regional.html.)
Applicants for SVB who reside in the
Philippines should contact Department
of Veterans Affairs (DVA), Regional
Office, Manila, Philippines. (Furnishing
the SSN is voluntary, but it will make
searching for an individual’s record
easier and prevent delay.)
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. An individual who requests
notification of, or access to, a medical
record shall, at the time he or she makes
the request, designate in writing a
responsible representative who will be
willing to review the record and inform
the subject individual of its contents at
the representative’s discretion. A parent
or guardian who requests notification of,
or access to, a minor’s medical record
shall, at the time he or she makes the
request, designate a physician or other
health professional (other than a family
Systems security for automated
records has been established in
accordance with the Systems Security
Handbook. This includes maintaining
all magnetic tapes and magnetic disks
within an enclosure attended by
security guards. Anyone entering or
leaving that enclosure must have special
badges which are only issued to
authorized personnel. All authorized
personnel having access to the magnetic
records are subject to the penalties of
the Privacy Act. The microfiche are
stored in locked cabinets, and are
accessible to employees only on a needto-know basis. All SSR State Data
Exchange records are protected in
accordance with agreements between
SSA and the respective States regarding
confidentiality, use, and re-disclosure.
Access https://www.socialsecurity.gov/
foia/bluebook/app_g.htm for additional
information relating to SSA data
security measures.
RETENTION AND DISPOSAL:
Original input transaction tapes
received which contain initial claims
and posteligibility actions are retained
indefinitely although these are
processed as received and incorporated
into processing tapes which are updated
to the master SSR tape file on a monthly
basis. All magnetic tapes appropriate to
SSI information furnished to specified
Federal, State, and local agencies for
verification of eligibility for benefits and
under section 1631(e) are retained, in
accordance with the Privacy Act
accounting requirements, for at least 5
years or the life of the record, whichever
is longer.
SYSTEM MANAGER(S) AND ADDRESS(ES):
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member) who will be willing to review
the record and inform the parent or
guardian of its contents at the
physician’s or health professional’s
discretion. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c) and 401.55).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Data contained in the SSR are
obtained for the most part from the
applicant for SSI and SVB payments
and are derived from the Claims Folders
System, 60–0089 and the Modernized
Supplemental Security Income Claims
System. The States and other Federal
agencies such as the DVA also provide
data affecting the SSR.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0118
SYSTEM NAME:
Non-Contributory Military Service
Reimbursement System, Social Security
Administration, Office of the Actuary.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of Systems, 6401 Security Boulevard,
Baltimore, MD 21235.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
A sample of beneficiaries who have
noncontributory military service wage
credits.
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CATEGORIES OF RECORDS IN THE SYSTEM:
Information in this system consists of
the beneficiary’s name and claim
account number (CAN) (Social Security
number (SSN) plus alphabetic symbol),
information concerning covered
earnings, benefits and payment status.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 217, 229, and 231 of the
Social Security Act (42 U.S.C. 417, 429
and 431).
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Jkt 208001
PURPOSE(S):
Data in this system are used to
determine amounts to be transferred
between the Old-Age, Survivors and
Disability Insurance Trust Funds and
the general fund of the Treasury, as
required by section 217(g) of the Social
Security Act.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
2. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
3. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
4. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
5. To the Office of the Actuary,
Centers for Medicare and Medicaid
Services (CMS), a list of Claim Account
Numbers (CAN) for which it has been
determined that the corresponding
workers would have been uninsured in
the absence of military service wage
credits. CMS, using CMS data pertaining
to these CANs, determines the amount
to be transferred between the Hospital
Insurance Trust Fund and the general
fund of the Treasury under section
217(g) of the Social Security Act.
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POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Data are stored on magnetic tape and/
or disc.
RETRIEVABILITY:
Data in the system are retrieved by the
CAN (SSN plus alphabetic symbol).
SAFEGUARDS:
System security has been established
in accordance with the Systems Security
Handbook. This includes retaining all
magnetic tape files in secure storage
areas accessible only to authorized
persons who have a need for the files to
perform their assigned duties and
informing all employees having access
to records of the criminal sanctions for
unauthorized disclosure of information
about individuals. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
This system is updated annually. The
records are retained indefinitely.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Deputy Chief Actuary, Short-Range
Estimates, Office of the Actuary, Social
Security Administration, 6401 Security
Boulevard, Baltimore, Maryland 21235
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
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will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
Data in this system are derived from
information in other SSA systems of
records (e.g., the Earnings Recording
and Self-Employment Income System,
60–0059, Claims Folders System, 60–
0089 and the Master Beneficiary Record,
60–0090).
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
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Social Security Administration, Office
of Research, Evaluation and Statistics,
6401 Security Boulevard, Baltimore, MD
21235.
CONTRACTOR SITES:
Addresses may be obtained by writing
to the system manager.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
SYSTEM NUMBER: 60–0199
SYSTEM NAME:
Extramural Surveys (Statistics), Social
Security Administration, Deputy
Commissioner for Disability and Income
Security Programs.
statistical activities directly related to
this system of records.
3. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
Samples of individuals who are
current or potential recipients of
benefits from Social Security and
related programs; personnel
administering Social Security and
related programs.
STORAGE:
CATEGORIES OF RECORDS IN THE SYSTEM:
Files based on SSA sample
populations are indexed by SSAassigned case numbers or Social
Security numbers (SSN). Files based on
contractor sample populations are
indexed by contractor-assigned case
numbers which may be cross-referred to
SSNs. These files are retrieved by SSN
or assigned case numbers.
Socioeconomic, demographic,
medical and disability characteristics;
attitudes concerning subjects such as
health, work experience, and family
relationships; earnings and employment
history, benefits, use of medical and
rehabilitative services.
PURPOSE(S):
RECORD SOURCE CATEGORIES:
Jkt 208001
SYSTEM LOCATION:
Sections 1110 and 1115 of the Social
Security Act (42 U.S.C. 1310 and 1315).
Same as Notification procedures.
Requesters should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
14:26 Jan 10, 2006
None.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
CONTESTING RECORD PROCEDURES:
VerDate Aug<31>2005
SECURITY CLASSIFICATION:
1835
The purpose of this system is to
obtain information for research and
statistical studies of individuals who are
current or potential recipients of
benefits from Social Security and
related programs. When the product is
in the form of micro data it is available
without personal identifiers to other
Social Security Administration (SSA)
components for data processing and
data manipulation, with appropriate
safeguards.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To a congressional office in
response to an inquiry from that office
made at the request of the subject of the
record.
2. To a contractor under contract to
the Social Security Administration
(SSA), or under contract to another
agency with funds provided by SSA, for
the performance of research and
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Data may be stored in paper form
(e.g., computer printouts) and in
magnetic media (e.g., magnetic tape and
disc).
RETRIEVABILITY:
SAFEGUARDS:
Safeguards are established in
accordance with the Systems Security
Handbook. Employees having access to
records have been notified of criminal
sanctions for unauthorized disclosure of
information about individuals.
Magnetic tapes or other files with
personal identifiers are retained in
secured storage areas accessible only to
authorized personnel.
Microdata files prepared for purposes
of research and analysis are purged of
personal identifiers and are subject to
procedural safeguards to assure
anonymity. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
Hard copy questionnaires will be
destroyed when survey reports are
completed. Records with identifiers will
be held in secure storage areas and will
be retained only as long as needed for
analysis.
Identifiers will be removed at the
earliest possible time after data
collection is completed. The need to
retain identifiers will be evaluated at the
time each survey is completed. Records
with identifiers will be disposed of as
soon as they are determined to be no
longer needed. Means of disposal will
be appropriate to the record storage
medium; e.g., erasure of tapes,
shredding of printouts, etc.
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In longitudinal studies, working files
are stripped of identifiers and given
randomly assigned case numbers. A
separate link file will be maintained in
secure storage for updating with
individual identifiers.
As long as identifiable records exist,
a periodic review will be made at least
every 2 years to determine the need for
their retention.
SYSTEM MANAGER(S) AND ADDRESS:
Social Security Administration,
Associate Commissioner, Office of
Program Development and Research,
6401 Security Boulevard, Baltimore, MD
21235.
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NOTIFICATION PROCEDURE:
This system contains limited data
selected for statistical analysis.
Individuals inquiring about their
records in SSA programs may wish to
consult other SSA systems of records
which contain more detailed
information.
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
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Jkt 208001
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
Certain Social Security
Administration (SSA) field office (FO)
locations (FO addresses and telephone
numbers can be found in local
telephone directories under ‘‘Social
Security Administration,’’ (SSA) or by
accessing https://www.ssa.gov/regions/
regional.html).
Contractor sites: Contractor addresses
may be obtained by writing to the
system manager at the address below.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Same as Notification procedures.
Requesters should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
A. Persons in sample groups of Social
Security Title II disability insurance (DI)
applicants, DI beneficiaries and their
auxiliary beneficiaries; persons selected
from State temporary DI programs; other
persons who are representative payees
of these persons and temporarily
disabled persons receiving State benefits
(non-applicants) in comparison groups
for the vocational rehabilitation (VR)
demonstrations.
B. Persons in sample groups of
individuals who apply for, or receive,
Social Security Title XVI Supplemental
Security Income (SSI) payments on the
basis of a disability or blindness in
general and particularly those who are
medically determined to be drug
addicted or alcoholic, mentally retarded
or developmentally disabled, and
representative payees of those
individuals.
RECORD SOURCE CATEGORIES:
CATEGORIES OF IN THE SYSTEM:
Survey data obtained by the
contractor; SSA administrative records;
medical data compiled by extramural
research under contracts or grants.
The system maintains records which
are used for statistical and research
analysis only, as well as other records
which will be used to conduct program
functions involving the demonstrations
and experiments. Tax return
information, the disclosure of which
would violate section 6103 of the
Internal Revenue Code (IRC), will be
used solely for internal SSA purposes
and will not be disclosed to other
entities. Participants will be informed at
the time of data collection that
information obtained by survey or
interview exclusively for statistical and
research purposes will be protected
from disclosure for other purposes to
the fullest extent permissible by law.
Records in the system will consist of
data relating to the following:
Demographic characteristics, education,
marital status, military service,
dependents, family and household
composition; medical history (mental
and physical); medical expenses,
disability characteristics and health
information; living arrangements, health
insurance coverage and use; medical
and rehabilitation services;
employment; occupation and industry
classification; income (including tax
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0218
SYSTEM NAME:
Disability Insurance and
Supplemental Security Income
Demonstration Projects and
Experiments System, Social Security
Administration, Deputy Commissioner
for Disability Income and Security
Programs.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of Systems, 6401 Security Boulevard,
Baltimore, MD 21235.
Social Security Administration, Office
of Disability and Income Security
Programs, Office of Program
Development and Research, 6401
Security Boulevard, Baltimore, MD
21235.
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return information subject to section
6103 of the IRC); earnings and
expenditures; referrals to and
participation in the SSI and related
Federal/State welfare programs; benefits
received; types of cost of services under
DI, SSI and related Federal/State welfare
programs; reasons for, or circumstances
of, closure; attitudes toward work,
rehabilitation or treatment programs;
impairment-related work expenses;
worker’s compensation benefits; job
search methods; knowledge and
understanding of provisions affecting
entitlement to benefits; participation in,
and services rendered, under the Ticket
to Work program; also, for SSI projects
only, driver’s license and alcohol and
drug use (disclosure of this information
may be restricted by 21 U.S.C. 1175 and
42 U.S.C. 4582).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 222, 234 and 1110 of the
Social Security Act (42 U.S.C. 422, 434
and 1310); section 505 of Pub. L. 96–265
(the Social Security Disability
Amendments of 1980), as amended by
section 12101 of Pub. L. 99–272; section
10103 of Pub. L. 101–239; and section
5120 of Pub. L. 101–508.
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PURPOSE(S):
The purpose of this system is to
provide SSA with data necessary to
carry out and evaluate demonstrations
and experiments for testing alternative
approaches to continuing benefit
eligibility during employment and to
the rehabilitation of Title II DI
beneficiaries and individuals who apply
for, or receive, Title XVI SSI payments
on the basis of a disability or blindness
and, to report to Congress, as required
by section 505 of Pub. L. 96–265, as
amended by section 12101 of Pub. L.
99–272 and section 10103 of Pub. L.
101–239, section 5120 of Pub. L. 101–
508, and sections 301 and 302 of Pub.
L. 106–170.
Except for tax return information, and
records collected by means of surveys or
interviews for use solely for research
and statistical purposes, SSA may also
provide information from this system to
components of the Department of Health
and Human Services; e.g., the Centers
for Medicare and Medicaid Services
(CMS) for the purpose of determining
eligibility for health insurance (HI)
benefits or supplemental medical
insurance (SMI) benefits under the
demonstrations and experiments and for
the purpose of obtaining data from CMS
on HI and SMI utilization during the
demonstrations and experiments; to
State DDSs for the purpose of making
disability determinations; and to State
VR agencies for the purpose of screening
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14:26 Jan 10, 2006
Jkt 208001
DI beneficiaries and SSI recipients for
VR potential and designing and
implementing a plan of VR services for
accepted beneficiaries and recipients.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. With respect to any records,
including those collected by means of
survey or interview to be used solely for
research and statistical purposes,
disclosure may be made:
(a) To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
(b) To a contractor under contract to
the Social Security Administration,
subject to any restrictions imposed by
26 U.S.C. 6103 of the Internal Revenue
Code, for the performance of research
and statistical activities directly related
to this system of records in conducting
the demonstrations and experiments
and to provide a statistical data base for
research studies.
2. With respect only to records that
are not collected by means of surveys or
interviews for use solely for research
and statistical purposes, disclosure may
be made subject to any restrictions
imposed by 26 U.S.C. 6103 of the
Internal Revenue Code:
(a) To a third party organization under
contract to SSA for the performance of
project management activities directly
related to this system of records.
(b) To a State vocational rehabilitation
agency in the State in which the
disabled individual resides, for the
purpose of assisting the agency in
providing rehabilitation counseling and
service to the individual that are
necessary in carrying out the
demonstrations and experiments.
3. To the Internal Revenue Service, for
the purpose of auditing the Social
Security Administration’s compliance
with the safeguard provisions of the
Internal Revenue Code of 1986, as
amended.
4. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
5. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
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1837
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
6. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system may be stored
in paper form (e.g., hard copy
questionnaires and computer printouts)
and in magnetic media (e.g., magnetic
tape and disc) and on other media (e.g.,
compact, optical or zip diskette)
formats.
RETRIEVABILITY:
Records in this system are indexed
and retrieved by the SSN.
SAFEGUARDS:
SSA safeguards are established for
automated records in accordance with
the SSA Systems Security Handbook.
This includes maintaining the records
in a secured building, such as the
National Computer Center (NCC). Entry
into the NCC is restricted to employees
whose duties require such entry. Special
passes, including the employees’
photographs, are issued to all personnel
authorized to enter the NCC. The
employees are required to wear their
passes at all times. Marshals are
stationed in the lobby of the center to
ensure that only those employees
authorized to enter the NCC do so.
Manually maintained records are kept
in locked cabinets or in otherwise
secure areas. Access to the records is
limited to those employees who require
the information to perform their
assigned duties. SSA employees and
employees of contractors having access
to the records in this system have been
notified of criminal sanctions for
unauthorized disclosure of information
about individuals. Agreements ensure
further confidentiality protections.
Contractor use of records is restricted
to performing the duties of the contract,
and contractors are required to establish
adequate safeguards to protect personal
information. Additionally, contractors
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and their employees are subject to the
same criminal penalties as SSA
employees for violations of the Privacy
Act. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
Magnetic tapes or other files with
personal identifiers are retained in
secured storage areas accessible only to
authorized personnel.
Micro-data files, prepared for
purposes of research, evaluation and
analysis, are stripped of personal
identifiers (e.g., purged, scrambled,
encrypted, etc.) and are subject to
procedural safeguards to assure
anonymity.
Hardcopy questionnaires will be
destroyed when survey reports are
completed. Records with identifiers will
be held in secure storage areas and will
be disposed of when they are no longer
needed for SSA analysis.
Means of disposal will be appropriate
to the storage medium (e.g., erasure of
tapes, shredding of paper records, etc.).
Records used in administering the
demonstration and experimental
programs will be retained indefinitely.
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
Sufficiency Program Payment Database,
60–0295, and the Ticket-to-Work
Program Manager (PM) Management
Information System, 60–0300; other
SSA administrative records; program
records of other Federal/State welfare
programs; survey data collected by
contractors or SSA personnel; from the
individual; the Health Insurance Master
Record, 09–70–0502 of the Centers for
Medicare & Medicaid Services (CMS);
case service reports of VR agencies and
referral and monitoring agencies; and
employers.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0219
SYSTEM NAME:
Representative Disqualification/
Suspension Information System, Social
Security Administration, Office of the
General Counsel.
SYSTEM CLASSIFICATION:
None.
SYSTEM LOCATION:
RECORD ACCESS PROCEDURES:
Associate Commissioner, Office of
Program Development and Research,
Office of Disability Income and Security
Programs, Social Security
Administration, 6401 Security
Boulevard, Baltimore, MD 21235.
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are attempting to
obtain. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
Social Security Administration, Office
of the General Counsel, Office of
General Law, One Skyline Tower, Suite
1605, 5107 Leesburg Pike, Falls Church,
VA 22041.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
NOTIFICATION PROCEDURES:
CONTESTING RECORD PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
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SYSTEM MANAGER(S) AND ADDRESS(ES):
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RECORD SOURCE CATEGORIES:
Records in this system are derived in
part from other SSA systems of records
such as the Earnings Record and SelfEmployment Income System, 60–0059,
the Claims Folders System, 60–0089
(disability case folders), the Master
Beneficiary Record, 60–0090, the
Supplemental Security Income Record
and Special Veterans Benefits, 60–0103,
the Completed Determination Record—
Continuing Disability Determination,
60–0050, the National Disability
Determination Services (NDDS) File,
60–0044, the Ticket-to-Work and Self-
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Individuals alleged to have violated
the provisions of the Social Security Act
and regulations relating to
representation of claimants/
beneficiaries before the Commissioner,
Social Security Administration (SSA),
those found to have committed such
violations and who are disqualified/
suspended, and those who are
investigated, but not disqualified/
suspended. The last category would
include cases in which we find that a
violation has not occurred or that a
violation has occurred, but we are able
to resolve the matter without taking
action to disqualify/suspend the
representative.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in the system will consist of
information such as the representative’s
name and address; each claimant’s/
beneficiary’s name, address and Social
Security number (SSN); copies of all
documentation received as a result of
SSA’s investigation of alleged violations
of the Social Security Act and
regulations relating to representation;
documentation resulting from an
Administrative Law Judge (ALJ) hearing
on charges of noncompliance; and
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copies of the notification of
disqualification/suspension.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 206(a) and 1631(d)(2) of the
Social Security Act (42 U.S.C. 406 and
1383).
PURPOSE(S):
Information in the system will be
used to determine if a violation of the
provisions of the Social Security Act
and regulations relating to claimant
representation has occurred and to
provide timely and detailed information
on cases in which disciplinary action is
taken against a representative who has
committed a violation. The system also
will be used to assist SSA components
in investigating alleged violations or
enforcing disciplinary actions against a
representative.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To a claimant/beneficiary that his/
her representative has been
disqualified/suspended from further
representation before the Social Security
Administration.
2. To a claimant/beneficiary who may
want to hire a disqualified/suspended
individual as his/her representative that
the individual has been disqualified/
suspended from further representation
before the Social Security
Administration.
3. To a State bar disciplinary
authority in the State(s) in which a
disqualified/suspended attorney is
admitted to practice that the Social
Security Administration (SSA) has
disqualified/suspended the attorney
from further practice before SSA and,
upon request, further information
concerning the disqualification/
suspension.
4. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal when:
(a) Social Security Administration
(SSA), or any component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
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litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
5. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
6. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
7. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored in paper form.
RETRIEVABILITY:
Records are retrieved from the system
by the name of the representative.
SAFEGUARDS:
Records are maintained in locked
cabinets or in otherwise secure storage
areas. Access to the records is restricted
to SSA employees who have a need for
the records in the performance of their
official duties. Also, all employees
having access to the records periodically
are briefed on Privacy Act requirements
and SSA confidentiality rules and
notified of criminal sanctions against
unauthorized access to, or disclosure of,
information in a system of records.
Access https://www.socialsecurity.gov/
foia/bluebook/app_g.htm for additional
information relating to SSA data
security measures.
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1839
SYSTEM MANAGER(S) AND ADDRESS(ES):
Associate General Counsel, Office of
General Law, Office of the General
Counsel, Social Security
Administration, 6401 Security
Boulevard, Baltimore, Maryland 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
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RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Also, individuals requesting access
should reasonably identify the record
and specify the information they are
attempting to obtain. These procedures
are in accordance with SSA Regulations
(20 CFR 401.40(c)).
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
SYSTEM NUMBER: 60–0221
This system maintains information on
disabled and blind individuals who
received vocational rehabilitation (VR)
services for which State VR agencies
(VRA) or alternate participants seek
reimbursement under sections 222(d)
and 1615(d) of the Social Security Act
because the individuals were entitled/
eligible to Social Security benefits and/
or Supplemental Security Income (SSI)
payments based on disability or
blindness while receiving those VR
services.
The individuals described above will
be included in the system when they:
(1) Performed substantial gainful
activity (SGA) for a continuous period
of at least 9 months as a result of VR
services received or;
(2) Medically recovered while in a VR
program and continued to receive cash
payments under section 225(b) and/or
1631(a)(6) of the Social Security Act; or
(3) Refused, without good cause, to
continue or to cooperate in a VR
program in such a way as to preclude
their successful rehabilitation; and
(4) State VR agencies or alternate
participants filed claims for
reimbursement of the cost of VR
services rendered to the individuals.
(An alternate participant is a public or
private agency, organization, institution,
or individual which the Commissioner
of Social Security may use to provide
VR services to disabled and blind
beneficiaries/recipients within a State if
that State is unwilling to participate in
the SSA–VR Program or does not have
an approved plan for VR services.)
SYSTEM NAME:
CATEGORIES OF IN THE SYSTEM:
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, individuals contesting a record
should identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Records in this system are derived
from existing systems of records
maintained by SSA such as the Claims
Folder System, 60–0089 which contains
information relating to representation;
documentation received as a result of
investigations of alleged violations of
the representation provisions of the
Social Security Act and regulations;
documentation resulting from ALJ
hearings on charges of noncompliance;
and documentation resulting from
notifications of disciplinary actions.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
Vocational Rehabilitation
Reimbursement Case Processing System,
Social Security Administration, Office
of Employment and Income Support
Programs.
SECURITY CLASSIFICATION:
None.
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SYSTEM LOCATION:
Social Security Administration, Office
of Employment and Income Support
Programs, 6401 Security Boulevard,
Baltimore, MD 21235.
Social Security Administration, Office
of Systems, 6401 Security Boulevard,
Baltimore, MD 21235.
In addition, reimbursement claims
documents may be temporarily
transferred to other locations within the
Social Security Administration (SSA).
Contact the system manager at the
address below to inquire about these
addresses.
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Data in the system consist of:
• Identifying information such as the
VR client’s name, Social Security
number (SSN), disability diagnosis, sex
and date of birth;
• The SSN and identification code
under which the VR client received
Social Security benefits/SSI payments;
• The type of benefits/payments
received; the monthly benefit/payment
amount;
• Information relating to the period
he/she was entitled/eligible to benefits/
payments and, if benefits/payments
were terminated or suspended, the basis
for termination/suspension;
• Information relating to his/her
yearly earnings and employment;
• Information relating to the period
he/she received VR services and the
nature and costs of those services; and
• Information required to determine if
and when he/she:
• Performed SGA for a continuous
period of at least 9 months based on
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Frm 00046
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services the State VRA or alternate
participant provided;
• Medically recovered while in a VR
program and continued to receive cash
payments under section 225(b) and/or
1631(a)(6) of the Social Security Act; or
• Refused, without good cause, to
continue or to cooperate in a VR
program in such a way as to preclude
his/her successful rehabilitation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 222(d) and 1615(d) of the
Social Security Act (42 U.S.C. 422 and
1382d).
PURPOSE(S):
Data in this system will be used to
determine if a State VR agency or
alternate participant can be reimbursed
for the costs of VR services provided to
individuals while they were entitled/
eligible to Social Security benefits or
SSI payments based on disability or
blindness. Data also will be used for
program evaluation purposes and to
determine what types of individuals are
being successfully rehabilitated so that
Social Security beneficiaries/SSI
recipients with similar profiles are
targeted for rehabilitation. In some
instances, information furnished by a
VR agency or alternate participant may
be used as a lead in determining if an
individual’s disability/blindness
payments should continue.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below.
1. To a State vocational rehabilitation
agency or alternate participant regarding
the basis for SSA’s decision on its claim
for reimbursement and the reason(s)
costs were allowed or denied.
2. To the Department of Justice (DOJ),
a court or other tribunal, or to another
party before such tribunal, when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA,
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect SSA or any
of its components, is a party to litigation
or has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before the
tribunal, is relevant and necessary to the
litigation, provided, however, that in
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each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
3. To a congressional office in
response to an inquiry from that office
made at the request of the subject of the
record.
4. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
5. To contractors or other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an Agency function
relating to this system of records.
6. To the Internal Revenue Service, for
the purpose of auditing the Social
Security Administration’s compliance
with safeguard provisions of the Internal
Revenue Code of 1986, as amended.
7. To the Rehabilitation Service
Administration (RSA) for use in its
program studies and development of
enhancements for, State vocational
rehabilitation programs to which
applicants or beneficiaries under Titles
II and/or XVI of the Social Security Act
may be referred. Data released to RSA
will not include any personally
identifying information such as names
or Social Security numbers.
8. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
9. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
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POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records will be stored in magnetic
media (e.g., computer disc packs) and,
on a temporary basis, in paper form.
RETRIEVABILITY:
Data will be retrieved from the system
by the SSN of the individual who
received VR services for which the State
VRA or alternate participant filed the
reimbursement claim.
SAFEGUARDS:
Safeguards for automated data have
been established in accordance with the
Systems Security Handbook. This
includes maintaining computer disc
packs or other magnetic files with
personal identifiers in secured storage
areas accessible only to authorized
personnel. SSA employees having
access to the computerized records and
employees of any contractor who may
be utilized to develop and maintain the
software for the automated system will
be notified of criminal sanctions for
unauthorized disclosure of information
about individuals. Also, contracts with
third parties, if any, will contain
language which delineates the
conditions under which contractors will
have access to data in the system and
what safeguards must be employed to
protect the data.
Manually maintained data will be
stored in either lockable file cabinets
within locked rooms or otherwise
secured areas. Access to these records
will be restricted to those employees
who require them to perform their
assigned duties. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
Computerized records and manual
data (claim applications, keyed claim
forms, etc.) used in the VR claims
reimbursement process will be
maintained for a period of 6 years, 3
months, after the close of the fiscal year
in which final adjudication was made.
Means of disposal will be appropriate to
the storage medium (e.g., erasure of
discs, shredding of paper records, or
transfer to another system of records).
SYSTEM MANAGER(S) AND ADDRESS(ES):
Associate Commissioner, Office of
Employment and Income Support
Programs, Social Security
Administration, 6401 Security
Boulevard, Baltimore, MD 21235.
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1841
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Also, a requester should reasonably
identify and specify the information he/
she is attempting to obtain. These
procedures are in accordance with SSA
Regulations (20 CFR 401.40(c)).
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CONTESTING DATA PROCEDURES:
Same as Notification procedures.
Also, an individual contesting data in
the system should identify the data,
specify the information he/she is
contesting and the corrective action
sought, and the reasons for the
correction, with supporting justification
showing how the record is incomplete,
untimely, inaccurate, or irrelevant.
These procedures are in accordance
with SSA Regulations (20 CFR
401.65(a)).
RECORD SOURCE CATEGORIES:
Data in this system will be derived in
part from other SSA systems of records
such as the Earnings Record and SelfEmployment Income System, 60–0059,
Claims Folder System, 60–0089, Master
Beneficiary Record, 60–0090, and the
Supplemental Security Income Record
and Special Veterans Benefits, 60–0103;
the reimbursement applications
submitted by State VR agencies or
alternate participants; earnings
information provided by the wageearner/beneficiary; and investigations
conducted by SSA and State VR
agencies field employees which relate to
a VR client’s post-VR work activity,
participation in a VR program after
medical recovery, and/or reason(s) for
failing to cooperate in a VR program.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0222
SYSTEM NAME:
Master Representative Payee File.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
National Computer Center, Social
Security Administration, 6201 Security
Boulevard, Baltimore, MD 21235. The
system database will be available by
direct electronic access by Social
Security field offices (FO).
FO addresses and telephone numbers
can be found in local telephone
directories under ‘‘Social Security
Administration,’’ (SSA) or by accessing
https://www.ssa.gov/regions/
regional.html.
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CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
This system maintains information
about all payees and payee applicants,
including persons whose certifications
as representative payees have been
revoked or terminated on or after
January 1, 1991; persons who have been
convicted of a violation of section 208
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or section 1632 of the Social Security
Act, persons convicted under other
statutes in connection with services as
a representative payee, and others
whose certification as a representative
payee SSA has revoked due to misuse
of funds paid under Title II and Title
XVI of the Social Security Act; persons
who are acting or have acted as
representative payees; representative
payee applicants who were not selected
to serve as representative payees;
representative payee applicants who
have been convicted of an offense
resulting in more than one (1) year
imprisonment; payees and payee
applicants who have an outstanding
felony warrant; organizational payees
who have been authorized to collect a
fee for their service; and beneficiaries/
applicants who are being served by
representative payees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Data in this system consist of:
1. Names and Social Security
numbers (SSNs) (or employer
identification numbers (EINs)) of
representative payees whose
certifications for payment of benefits as
representative payees have been
revoked or terminated on or after
January 1, 1991, because of misuse of
benefits under Title II or Title XVI of the
Social Security Act;
2. Names and SSNs (or EINs) of all
persons convicted of violations of
sections 208 or 1632 of the Social
Security Act;
3. Names, addresses, and SSNs (or
EINs) of persons convicted of violations
of statutes other than sections 208 and
1632 of the Social Security Act, when
such violations were committed in
connection with the individual’s service
as a Social Security representative
payee;
4. Names, addresses, SSNs, and
information about the crime reported by
the payee for those who have an
outstanding felony warrant or who have
been imprisoned for a period exceeding
one (1) year. (An indicator will be used
in the system to identify persons
identified as having an outstanding
felony warrant);
5. Names, addresses, and SSNs (or
EINs) of representative payees who are
receiving benefit payments pursuant to
section 205(j) or section 1631(a)(2) of
the Social Security Act;
6. Names, addresses, and SSNs of
individuals for whom representative
payees are reported to be providing
representative payee services under
section 205(j) or section 1631(a)(2) of
the Social Security Act;
7. Names, addresses, and SSNs of
representative payee applicants who
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were not selected as representative
payees;
8. Names, addresses, and SSNs of
persons who were terminated as
representative payees for reasons other
than misuse of benefits paid to them on
behalf of beneficiaries/recipients;
9. Information on the representative
payee’s relationship to the beneficiaries/
recipients they serve;
10. Names, addresses, EINs and
qualifying information of organizations
authorized to charge a fee for providing
representative payee services;
11. Codes which indicate the
relationship (other than familial)
between the beneficiaries/recipients and
the individuals who have custody of the
beneficiaries/recipients;
12. Dates and reasons for payee
terminations (e.g., performance not
acceptable, death of payee, beneficiary
in direct payment, etc.) and revocations;
13. Codes indicating whether
representative payee applicants were
selected or not selected;
14. Dates and reasons representative
payee applicants were not selected to
serve as payees and dates and reasons
for changes of payees (e.g., beneficiary
in direct payment, etc.);
15. Amount of benefits misused;
16. Identification number assigned to
the claim on which the misuse
occurred;
17. Date of the determination of
misuse; and
18. Information about a felony
conviction reported by the
representative payee.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 205(a), 205(j), 1631(a) of the
Social Security Act, and the Social
Security Protection Act of 2004 (Pub. L.
108–203).
PURPOSE(S):
Information maintained in this system
will assist SSA in the representative
payee selection process by enabling
Social Security field offices to more
carefully screen applicants and to
determine their suitability to become
representative payees. SSA also will use
the data for management information
and workload projection purposes and
to prepare annual reports to Congress on
representative payee activities.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘return or return information’’ under 26
U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
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authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal, when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA,
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect SSA or any
of its components, is a party to litigation
or has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before the
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
2. To a congressional office in
response to an inquiry from that office
made at the request of the subject of the
records.
3. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
4. To the Department of Veterans
Affairs, Regional Office, Manila,
Philippines, for the administration of
the Social Security Act in the
Philippines and other parts of the AsiaPacific region through services and
facilities of that agency.
5. To the Department of State for
administration of the Social Security
Act in foreign countries through
services and facilities of that agency.
6. To the American Institute, a private
corporation under contract to the
Department of State, for administering
the Social Security Act on Taiwan
through facilities and services of that
agency.
7. To the Department of Justice for:
(a) Investigating and prosecuting
violations of the Social Security Act to
which criminal penalties attach,
(b) Representing the Commissioner of
Social Security, and
(c) Investigating issues of fraud or
violations of civil rights by officers or
employees of the Social Security
Administration.
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8. To the Office of the President for
responding to an inquiry received from
that individual or from a third party
acting on that individual’s behalf.
9. To the Department of Veterans
Affairs (DVA) for the shared
administration of DVA’s and the Social
Security Administration’s representative
payee programs.
10. To contractors and other Federal
Agencies, as necessary, for the purpose
of assisting the Social Security
Administration in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement to obtain assistance in
accomplishing an SSA function relating
to this system of records.
11. To a third party such as a
physician, social worker, or community
service worker, who has, or is expected
to have, information which is needed to
evaluate one or both of the following:
(a) The claimant’s capability to
manage or direct the management of
his/her affairs.
(b) Any case in which disclosure aids
investigation of suspected misuse of
benefits, abuse or fraud, or is necessary
for program integrity, or quality
appraisal activities.
12. To a third party, where necessary,
information pertaining to the identity of
a payee or payee applicant, the fact of
the person’s application for or service as
a payee, and, as necessary, the identity
of the beneficiary, to obtain information
on employment, sources of income,
criminal justice records, stability of
residence and other information relating
to the qualifications and suitability of
representative payees or representative
payee applicants to serve as
representative payees or their use of the
benefits paid to them under section
205(j) or section 1631(a) of the Social
Security Act.
13. To a claimant or other individual
authorized to act on his/her behalf
information pertaining to the address of
a representative payee applicant or a
selected representative payee when this
information is needed to pursue a claim
for recovery of misapplied or misused
benefits.
14. To the Railroad Retirement Board
(RRB) for the administration of RRB’s
representative payment program.
15. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
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1843
in order to perform their assigned
Agency functions.
16. To the Office of Personnel
Management (OPM) for the
administration of OPM’s representative
payee programs.
17. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored in magnetic media
(e.g., magnetic tape, microfilm, and
disc).
RETRIEVABILITY:
Data are retrieved from the system by
the SSN or the ZIP code and name (in
a situation where the representative
payee is an organization) of the
representative payee, or the SSN of the
beneficiary/recipient.
SAFEGUARDS:
For computerized records
electronically transmitted between
Central Office and FO locations
(including organizations administering
SSA programs under contractual
agreements), safeguards include a lock/
unlock password system, exclusive use
of leased telephone lines, a terminaloriented transaction matrix, and an
audit trail. All microfilm files are
accessible only by authorized personnel
who have a need for the information in
performing their official duties.
Magnetic tapes are in secured storage
areas accessible only to authorized
personnel. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
The records should be definitively
destroyed in accordance with their
appropriate retention schedules.
SYSTEM MANAGER(S) AND ADDRESS:
Associate Commissioner, Office of
Income Security Programs, Social
Security Administration, Room 252
Altmeyer Building, 6401 Security
Boulevard, Baltimore, Maryland 21235.
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NOTIFICATION PROCEDURES:
CONTESTING RECORD PROCEDURES:
An individual can determine if this
system contains data about him/her by
writing to the systems manager at the
address shown above and providing his/
her name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of data in person
should provide the same information, as
well as provide any identity document,
preferably with a photograph, such as a
driver’s license or some other means of
identification. If an individual does not
have any identification documents
sufficient to establish his/her identity,
the individual must certify in writing
that he/she is the person claimed to be
and that he/she understands that the
knowing and willful request for, or
acquisition of, a record pertaining to
another individual under false pretenses
is a criminal offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels the record to
which notification is being requested. If
it is determined that the identifying
information provided by telephone is
insufficient, the individual will be
required to submit a request in writing
or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for access to records
concerning another individual under
false pretense is a criminal offense.
These procedures are in accordance
with SSA Regulations (20 CFR
401.40(c)).
Same as Notification procedures.
Also, an individual contesting records
in the system should identify the record,
specify the information he/she is
contesting and the corrective action
sought, and the reasons for the
correction, with supporting justification
showing how the record is incomplete,
untimely, inaccurate, or irrelevant.
These procedures are in accordance
with SSA Regulations (20 CFR
401.65(a)).
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RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Also, a requester should reasonably
identify and specify the information he/
she is attempting to obtain. These
procedures are in accordance with SSA
Regulations (20 CFR 401.40(c)).
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RECORD SOURCE CATEGORIES:
Data in this system are obtained from
representative payee applicants and
representative payees, the SSA Office of
Inspector General, and other SSA
systems of records such as the Claims
Folder System, 60–0089; Master
Beneficiary Record, 60–0090;
Supplemental Security Income Record,
60–0103; Master Files of SSN Holders,
60–0058; and Recovery, Accounting for
Overpayments, 60–0094.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0228
SYSTEM NAME:
Safety Management Information
System (SSA Accident, Injury and
Illness Reporting System), Social
Security Administration, Deputy
Commissioner for Finance, Assessment
and Management, Office of Facilities
Management.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of Facilities Management, Room 2–J–9
Operations Building, 6401 Security
Boulevard, Baltimore, Maryland 21235.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Social Security Administration (SSA)
employees, who are involved in an
accident which arises out of and in the
course of their employment whether
occurring on SSA premises or not and
results in:
(a) A fatality;
(b) Lost workdays beyond the day in
which the accident occurred;
(c) Nonfatal injuries which result in
transfer to another job, termination of
employment, medical treatment other
than first aid, loss of consciousness or
restriction of work or motion;
(d) A possible tort claim;
(e) A claim for compensation;
(f) Property damage in excess of $50;
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(g) Interruption or interference with
the orderly progress of work of other
employees;
(h) Radiation overexposure;
(i) Biological exposure resulting in
lost time or of accidental release of
biologicals where the public may be
over-exposed. It also covers visiting
scientists, contractor personnel,
(j) Hospitalized patients, out-patients,
employees of other Federal agencies,
State or local governments or members
of the public who suffer injury, illness
or property damage on or in SSA
premises or as a result of SSA activities.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system consists of a variety of
information and supporting
documentation resulting from the
reporting and investigation of accidents
which have resulted in injury, illness,
property damage or the interruption or
interference with the orderly progress of
work.
The records contain information
about individuals involved in, or
experiencing, accidents including, but
not limited to, the severity of the injury,
whether consciousness was lost, the
type of injury, culmination of any
injury, days lost from work, if any, the
nature of the injury, illness or disease,
the body part affected, causal factors,
weather factors, agency of accident,
whether unsafe mechanical, physical, or
personal acts or factors were involved,
the accident’s area of origin and if fire
was involved, the type and form of
materials involved.
Property damage (both public and
private) is noted through the property
sequence number, who owned the
property involved, property damage and
actual or estimated monetary loss, the
SSA installation number, if appropriate,
and the year of manufacture or
construction if appropriate.
Identifiers relating to a particular
accident include the organization, case
number assigned, date and time of
occurrence, State or territory, site, type
and classification of accident, estimated
amount of tort claims, if appropriate,
name of individual(s) involved, the
Social Security number (SSN), sex, age,
grade series and level, Computer
Sciences Corporation (CSC) series,
address, other departments notified of
accident, duty status, activity at time of
accident and time on duty before
accident. Management’s evaluation and
corrective action taken or proposed is
also noted.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 19 of the Occupational Safety
and Health Act of 1970 (Pub. L. 91–596,
29 U.S.C. 651, et seq.); 5 U.S.C. 7902; 29
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CFR part 1960; Executive Order (E.O.)
No. 12196 (45 FR 12769 4/26/80).
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PURPOSE(S):
The purpose of the system is to
comply with the reporting and
statistical analyses requirements of
section 19 of the Occupational Safety
and Health Act (OSHA) of 1970 (Pub. L.
91–596) as amended (29 U.S.C. 668); 5
U.S.C. 7902; 29 CFR Part 1960; E.O.
12196 and such other purposes as are
described below. The Safety
Management Information System is a
SSA-wide system utilized by all
organizational components of the
Agency. Thus, in addition to the routine
uses subsequently noted in this system
notice, there may be other ad hoc
disclosures within the Agency on an
official business ‘‘need-to-know’’ basis.
Some of the purposes are the following:
• Establish a written record of the
causes of accidents;
• Provide information to initiate and
support corrective or preventive action;
• Provide statistical information
relating to accidents resulting in
occupational injuries; illnesses, and/or
property damage;
• Provide management with
information with which to evaluate the
effectiveness of safety management
programs;
• Provide the means for complying
with the reporting requirements of
section 19 of the Occupational Safety
and Health Act of 1970 and such other
reporting requirements as may be
required by legislative or regulative
requirements;
• Provide such other summary
descriptive statistics and analytical
studies as necessary in support of the
function for which the records are
collected and maintained including
general requests for statistical
information without personal
identification of individuals;
Information in these records is used
by or may be disclosed to:
• The Office of Facilities Management
(OFM), Office of the Deputy
Commissioner for Finance, Assessment
and Management (DCFAM), in the
review of accident experience data to
determine the adequacy of corrective
actions, the effect of codes, standards
and guides, the consolidation,
summarization and dissemination of
accident experience data throughout
SSA and other government departments
and agencies as needed or required;
• The supervisor, administrative
officer or other official initiating an
accident report, including each
succeeding reviewing official in the
chain of command through which the
report passes, to insure that corrective
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action, as needed and appropriate, is
taken; and
• Appropriately appointed Safety
Directors, Officers, or others with safety
responsibilities within the Agency in
the verifying, assembling, analyzing,
summarizing and disseminating data
concerning the accident in their areas of
responsibility and in the initiation of
appropriate corrective action.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To a Federal, State, local agency or
private sources to obtain information
relevant to the investigation of an
accident and/or corrective action.
2. To a congressional office in
response to an inquiry from that office
made at the request of the subject of the
record.
3. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal, when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to the litigation
or has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
4. To Federal, State, or local law
enforcement agencies if a record
maintained by this agency to carry out
its functions indicates a violation or
potential violation of law, whether civil,
criminal or regulatory in nature.
5. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
6. To the General Services
Administration and the National
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Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in automated
format (e.g., on magnetic tapes, discs,
computer storage,) and in paper form
(e.g., punch cards, lists, forms, in file
folders, binders and index cards).
RETRIEVABILITY:
Records are retrieved by name, SSN,
case number or cross reference.
SAFEGUARDS:
Access to, and use of, those records is
limited to those persons whose official
duties require such access. Personnel
screening is employed to prevent
unauthorized disclosure. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
All accident reports, records, logs,
and other information relating to an
accident are retained by Headquarters
and components for at least five years
following the end of the calendar year
in which the accident occurred. Specific
occupational safety and health
standards (such as the standards,
covering the handling of carcinogenic
chemicals) may be required to be kept
for up to twenty years. Records may be
retained indefinitely.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Safety Manager, Office of Facilities
Management, Social Security
Administration, 6401 Security
Boulevard, Baltimore, Maryland 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
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person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requester should also reasonably
identify the record, specify the record
contents being sought, and state time
and brief description of the accident in
which they were involved. These
procedures are in accordance with SSA
Regulations (20 CFR 401.40(c)).
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CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Requester should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
The information in this system is
obtained from the following sources: (1)
The individual to whom the record
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pertains; (2) witnesses to the accident;
(3) investigation officials (Federal, State,
local); (4) medical personnel seeing the
individual as a result of the accident; (5)
supervisory personnel; (6) reviewing
officials; (7) personnel offices; (8)
investigative material furnished by
Federal, State, or local agencies; and (9)
on site observations.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0230
SYSTEM NAME:
Social Security Administration
Parking Management Record System,
Social Security Administration, Deputy
Commissioner for Finance, Assessment
and Management, Office of Facilities
Management.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of Facilities Management, Room 1–M–
25 Operations Building, 6401 Security
Boulevard, Baltimore, MD 21235–6401.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
All Headquarters Social Security
Administration (SSA) employees as well
as any carpool member, contractor,
vendor or building tenant utilizing SSA
Headquarters parking facilities.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system includes the following
information on all persons applying for
a parking permit and those that may
have received a parking citation: Name,
office room number, office phone
number, agency, home address, and
automobile registration number, and
where applicable, physician’s statement
in support of handicapped parking
assignments.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Property and Administrative
Services Act of 1949, as amended, 63
Statute 377, 390 (see 40 U.S.C. 471, 486
and 41 CFR 101–20.104–2).
PURPOSE(S):
To establish policy governing the
acquisition and allocation of Federal
parking facilities and the establishment
and determination of charges to be paid
for the use of such parking by Federal
employees, contractor employees and
other facility tenants. The purpose of
the SSA Parking Policy is to provide
standards for apportionment and
assignment of parking spaces on SSAmanaged and SSA-controlled property
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Sfmt 4703
and on property assigned to SSA by the
General Services Administration or any
other agency and to allocate and check
parking spaces assigned to government
vehicles, visitors, handicapped
personnel, key personnel, carpools and
others.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
use as indicated below:
1. To a congressional office from the
record of an individual in response to
an inquiry made at the request of that
individual.
2. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal, when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to the litigation
or has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
3. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
4. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
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POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in automated
format (e.g., on magnetic tapes, disks),
and in paper form (e.g., binders in file
cabinets).
RETRIEVABILITY:
Records are retrieved by name and the
various categories of information
described in the ‘‘categories of records’’
section above.
SAFEGUARDS:
Access to, and use of, these records is
limited to personnel whose official
duties require such access. Security
Safeguards meet the requirements of
SSA Systems Security Handbook. A
minicomputer is maintained in a
secured area with access limited to
authorized personnel. Computer tapes
and disc are stored in locked cabinets.
Access https://www.socialsecurity.gov/
foia/bluebook/app_g.htm for additional
information relating to SSA data
security measures.
RETENTION AND DISPOSAL:
Superseded materials are maintained
by the SSA Protective Security Officer
for historical purposes and the control
purpose has been met and the records
are then destroyed.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Director, Office of Protective Security
Services, Social Security
Administration, 1–M–25 Operations
Building, 6401 Security Boulevard,
Baltimore, Maryland 21235–6401.
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NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
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his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents they are
seeking. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Records are developed from
information supplied by applicants for
parking permits and, for handicapped
parking assignments, by physicians and
supervisors.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0231
SYSTEM NAME:
Financial Transactions of SSA
Accounting and Finance Offices, Social
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1847
Security Administration, Deputy
Commissioner for Finance, Assessment
and Management, Office of Financial
Policy and Operations.
SYSTEM CLASSIFICATION:
None.
SYSTEM LOCATION:
Deputy Commissioner for Finance,
Assessment and Management, 800
Altmeyer Building, 6401 Security
Boulevard, Baltimore, Maryland 21235.
Travel vouchers submitted for
reimbursement of travel and other
expenditures while on official business
may also be maintained at the
administrative office of the Social
Security Administration (SSA)
employee’s unit of work. Records
concerning delinquent debts may also
be maintained at the program office or
by designated claims officers apart from
the finance office.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
All persons who receive a payment
from SSA finance offices and all persons
owing monies to these offices. Persons
receiving payments include, but are not
limited to, travelers on official business,
contractors, grantees and consultants.
Persons owing monies include, but are
not limited to, persons who have been
overpaid and who owe SSA a refund
and persons who have received from
SSA goods or services for which there
is a charge or fee (e.g., Freedom of
Information Act requesters).
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, Social Security number (SSN),
address, employer identification
numbers (EINs), purpose of payment,
accounting classification and amount
paid. Also, in the event of an
overpayment, and for delinquent grants,
the amount of the indebtedness, the
repayment status and the amount to be
collected.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Budget and Accounting Act of 1950
(Pub. L. 81–784), Debt Collection Act of
1982 (Pub. L. 97–365).
PURPOSE(S):
These records are an integral part of
SSA’s accounting system. The records
are used to track payments to
individuals, exclusive of salaries and
wages, based upon prior entry into the
systems of the official commitment and
obligation of government funds. When
an individual is to repay funds
advanced, the records will be used to
establish a receivable record and to
track repayment status. In the event of
an overpayment to an individual, the
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record is used to establish a receivable
record for recovery of the amount
claimed. The records are also used
internally to develop reports to the
Internal Revenue Service and applicable
State and local taxing officials of taxable
income. This is an Agency-wide notice
of payment and collection activities at
all locations. Intra-Agency uses and
transfers concern the validation and
certification for payment, and for SSA
internal audits.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To the Department of the Treasury
for check preparation.
2. To members of Congress
concerning a Federal financial
assistance program.
3. To a congressional office from an
individual’s record in response to an
inquiry from the congressional office
made at the request of that individual.
4. To the Department of Justice in the
event SSA deems it desirable, or
necessary, in determining whether
particular records are required to be
disclosed under the Freedom of
Information Act.
5. To a Federal, State or local agency
maintaining civil, criminal or other
relevant enforcement records or other
pertinent records, such as current
licenses, if necessary to obtain a record
relevant to an Agency decision
concerning the hiring or retention of an
employee, the issuance of a security
clearance, the letting of a contract or the
issuance of a license or other benefit.
6. To a Federal agency, in response to
its request, in connection with the
hiring or retention of an employee, the
issuance of a security clearance, the
reporting of an investigation of an
employee, the letting of a contract, or
the issuance of a license or other benefit
by the requesting agency, to the extent
that the record is relevant and necessary
to the requesting agency’s decision on
the matter.
7. To a Federal agency having the
power to subpoena records, for example,
the Internal Revenue Service or the Civil
Rights Commission, in response to a
subpoena for information contained in
this system of records.
8. To officials of labor organizations
recognized under 5 U.S.C. Chapter 71
when relevant and necessary to their
duties of exclusive representation
concerning personnel policies,
practices, and matters affecting
conditions of employment.
9. To the Department of Justice (DOJ),
a court or other tribunal, or to another
party before such tribunal, when:
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(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to the litigation
or has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
10. To credit reporting agencies to
obtain a credit report about a potential
contractor or grantee in order to
determine the potential contractor’s or
grantee’s creditworthiness.
11. To the Department of the
Treasury:
(a) To find out whether or not the
individual has a delinquent tax account
for the purpose of determining the
individual’s creditworthiness for the
loan in question under the Internal
Revenue Code (26 U.S.C. 6103(1)(3)(A)–
(C)); and
(b) To assist SSA in recovering the
collection of delinquent administrative
debts through Administrative Wage
Garnishment (AWG) (31 U.S.C. 3720D)
via the Treasury Crossing Servicing
program as authorized by the Debt
Collection Improvement Act of 1996.
12. To the following entities in order
to help collect a debt owed the United
States:
(a) To another Federal agency so that
agency can effect a salary offset;
(b) To another Federal agency so that
agency can effect an administrative
offset under common law or under 31
U.S.C. 3716 (withholding from money
payable to, or held on behalf of, the
individual);
(c) To the Department of the Treasury
to request the mailing address of an
individual under the Internal Revenue
Code (26 U.S.C. 6103(m)(2)(A)) for the
purpose of locating the individual to
collect or compromise a Federal claim
against the individual in accordance
with 31 U.S.C. 3711, 3717 and 3718;
(d) To an agent of the Social Security
Administration (SSA) that is a consumer
reporting agency within the meaning of
15 U.S.C. 1681a(f), the mailing address
of an individual may be disclosed to
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Frm 00054
Fmt 4701
Sfmt 4703
such agent for the purpose of allowing
such agent to prepare a commercial
credit report on the individual for use
by SSA in accordance with 31 U.S.C.
3711, 3717 and 3718;
(e) To debt collection agents under 31
U.S.C. 3718 or under common law to
help collect a debt; and
(f) To the Department of Justice for
litigation or for further administrative
action. In accordance with 31 U.S.C.
3711(e)(1)(F), disclosure under parts
(a)–(c) and (e) is limited to information
necessary to establish the identity of the
person, including name, address and
taxpayer identification or Social
Security number; the amount, status,
and history of the claim; the agency or
program under which the claim arose.
13. To another Federal agency that
has asked the Social Security
Administration to effect an
administrative offset under common law
or under 31 U.S.C. 3716 to help collect
a debt owed the United States.
Disclosure under this routine use is
limited to the individual’s name,
address, Social Security number, and
other information necessary to identify
the individual information about the
money payable to, or held for, the
individual, and other information
concerning the administrative offset.
14. To the Internal Revenue Service
and State and local tax authorities when
income and payments are reported to
them concerning employees,
contractors, and when amounts are
written-off as legally or administratively
uncollectible, in whole or in part.
15. To banks enrolled in the treasury
credit card network to collect a payment
or debt when the individual has given
his/her credit card number for this
purpose.
16. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
17. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
18. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
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administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an agency function
relating to this system of records.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
Disclosure pursuant to 5 U.S.C.
552a(b)(12) may be made to consumer
reporting agencies as defined in the Fair
Credit Reporting Act (15 U.S.C.
1681a(f)) or the Federal Claims
Collection Act of 1966 (31 U.S.C. 3701,
et seq.) as amended. The disclosure will
be made in accordance with 31 U.S.C.
3711(e) when authorized by sections
204(f), 808(e) or 1631(b)(4) of the Social
Security Act (42 U.S.C. 404(f), 1008(e)
or 1383(b)(4)). The purpose of this
disclosure is to aid in the collection of
outstanding debts owed to the Federal
government, typically, to provide an
incentive for debtors to repay
delinquent Federal government debts by
making these debts part of their credit
records. The information to be disclosed
is limited to the individual’s name,
address, SSN, and other information
necessary to establish the individual’s
identity; the amount, status, and history
of the debt and the agency or program
under which the debt arose.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in automated
form (e.g., disc packs and magnetic
tapes).
RETRIEVABILITY:
Records are retrieved by name, SSN,
and voucher number.
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SAFEGUARDS:
1. Only authorized users have access
to these records: Employees and
officials directly responsible for
programmatic or fiscal activity,
including administrative and staff
personnel, financial management
personnel, computer personnel, and
managers who have responsibilities for
implementing SSA programs.
2. Physical Safeguards: File folders,
reports and other forms of personnel
data, and electronic diskettes are stored
in areas where fire codes are strictly
enforced. All documents and diskettes
are protected during lunch hours and
non-working hours in locked file
cabinets or locked storage areas.
Magnetic tapes, disks, etc., and
computer matching tapes are locked in
a computer room and tape vault.
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3. Procedural Safeguards: Password
protection of automated records is
provided. All authorized users protect
information from public view and from
unauthorized personnel entering an
office. The safeguards are now
maintained in accordance with SSA’s
Systems Security guides.
Access https://www.socialsecurity.gov/
foia/bluebook/app_g.htm for additional
information relating to SSA data
security measures.
RETENTION AND DISPOSAL:
Records are purged from automated
files once the accounting purpose has
been served. Printed copies and manual
documents are retained and disposed of
in accord with General Accounting
Office principles and standards, as
authorized by the National Archives and
Records Administration.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Deputy Commissioner for Finance,
Assessment and Management, 800
Altmeyer Building, 6401 Security
Boulevard, Baltimore, Maryland 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
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1849
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also clearly specify
the record contents being sought, and
may include an accounting of
disclosures that have been made of their
records, if any. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for requesting the correction,
with supporting justification showing
how the record is inaccurate,
incomplete, untimely or irrelevant.
These procedures are in accordance
with SSA Regulations (20 CFR
401.65(a)).
RECORD SOURCE CATEGORIES:
Individual travel vouchers, grants,
contract and purchase order award
documents; delinquent grant records,
invoices of services rendered; and/or
goods received, and applications for
travel and/or salary advances.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0232
SYSTEM NAME:
Central Registry of Individuals Doing
Business With SSA (Vendor File), Social
Security Administration, Deputy
Commissioner for Finance, Assessment
and Management, Office of Financial
Policy Operations.
SECURITY CLASSIFICATION:
None.
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SYSTEM LOCATION:
Social Security Administration, Room
2–B–4 East Low Rise Building, 6401
Security Boulevard, Baltimore,
Maryland 21235.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who are the recipients of
Federal Domestic Assistance Grants or
of contracts awarded by the Social
Security Administration (SSA).
CATEGORIES OF RECORDS IN THE SYSTEM:
An index of names, addresses and
Social Security numbers (SSN) of
individuals or tax identification
numbers (TIN) or employer
identification numbers (EIN) of
employer business entities doing
business with SSA. The Central Registry
(Vendor File) (VF) contains banking
information, routing and transit
numbers (RTAS) and deposit account
numbers (DAN) for direct deposit
payments for vendors. No other
personally identifiable data are
maintained. The index is termed public
information since data relative to
Federal Domestic Assistance and
contracts are public information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.
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PURPOSE(S):
This registry is maintained to provide
a standard code to uniquely identify
entities, including individuals, together
with mailing address and other
characteristic data, to all principal
operating components, agencies,
regional offices and staff offices of SSA.
The use of a single code per entity in all
SSA data systems enhances
communications with an entity, as well
as diminishing the need to maintain
duplicative data and files at various
locations. Major categories of entities in
the central registry are those awarded
contracts and grants under Federal
Domestic Assistance programs. Only
those persons in SSA with a ‘‘need to
know’’ have access to the published
registry and to the automated records.
The Code Book provides a listing of data
processing numbers for grant, contract
and financial transactions. These
numbers are used to access the name
and address of the individual in the
Automated Library (Central Registry).
The information is used for check
preparation, reports, mailings, etc.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
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1. To a congressional office in
response to an inquiry from that office
made at the request of the subject
individual.
2. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal, when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA,
where it is authorized to do so) agreed
to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect SSA or any
of its components, is a party to the
litigation or has an interest in such
litigation, and SSA determines that the
use of such records by DOJ, a court or
other tribunal, or another party before
such tribunal, is relevant and necessary
to the litigation and would help in the
effective representation of the
governmental party, provided however,
that in each case, SSA determines that
such disclosure is compatible with the
purpose for which the records were
collected.
3. To the Department of Justice in the
event the Social Security
Administration deems it desirable or
necessary, in determining whether
particular records are required to be
disclosed under the Freedom of
Information Act for the purpose of
obtaining its advice.
4. To a Federal, State or local agency
maintaining civil, criminal or other
relevant enforcement records or other
pertinent records, such as current
licenses, if necessary to obtain a record
relevant to an Agency decision
concerning the hiring or retention of an
employee, the issuance of a security
clearance, the letting of a contract, or
the issuance of a license, grant or other
benefit.
5. To a Federal agency, in response to
its request, in connection with the
hiring or retention of an employee, the
issuance of a security clearance, the
reporting of an investigation of an
employee, the letting of a contract, or
the issuance of a license, grant, or other
benefit by the requesting agency, to the
extent that the record is relevant and
necessary to the requesting agency’s
decision on the matter.
6. To a Federal agency having the
power to subpoena records, for example,
the Internal Revenue Service or the Civil
Rights Commission in response to a
subpoena for information contained in
this system of records.
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7. To officials of labor organizations
recognized under 5 U.S.C. Chapter 71
when relevant and necessary to their
duties of exclusive representation
concerning personnel policies,
practices, and matters affecting
conditions of employment.
8. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
9. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
10. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an agency function
relating to this system of records.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in automated
form (e.g., disc packs and magnetic
tapes) and in paper form (e.g., Hard
copy code booklets) at central computer
sites.
RETRIEVABILITY:
Records are retrieved by either name,
SSN or other characteristic data.
SAFEGUARDS:
Only specified employees have access
to the vendor file database. A security
profile is maintained in the computer
system to limit and monitor access.
Authorized employees must have a
personal identification number (PIN)
and password to access the system and
clearance for the proper security profile
to access the vendor file. Certain
functions, such as ‘‘Delete’’ or ‘‘Purge,’’
cannot be performed unless the vendor
file systems administrator implements
the function. Access https://
www.socialsecurity.gov/foia/bluebook/
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app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
Records are purged from the
automated file every two years; only
persons actively dealing with SSA
remain on file. Code Books are replaced
each year. Inactive books are destroyed.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Social Security Administration, Office
of Finance, Division of Administrative
Payments, Social Security
Administration, 2–B–4 East Low Rise
Building, 6401 Security Boulevard,
Baltimore, Maryland 21235.
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NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call.
SSA will establish the subject
individual’s identity (his/her name,
SSN, address, date of birth and place of
birth, along with one other piece of
information, such as mother’s maiden
name) and ask for his/her consent in
providing information to the requesting
individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
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the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, inaccurate,
untimely or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Grant and Contract documents.
Names, SSNs, TINs, RTAS, DANs and
addresses are provided by the
individual when applying for a grant or
contract from the SSA.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
1851
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
This system covers SSA employees,
employees of other organizations
serviced by SSA Employee Assistant
Program (EAP), or family members of
any of these employees who have been
counseled and/or referred for
counseling for personal problems by the
EAP.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system contains records of each
employee and family member who has
utilized the EAP for a personal problem.
Examples of information that may be
found in each record are employee or
family member name, date of birth,
grade, job title, home address, telephone
numbers, and supervisor’s name and
telephone number. In addition to the
demographic data, certain clinical
information is normally maintained in
each record including a psychosocial
history, assessment of personal
problems, information regarding
referrals to treatment facilities in the
community, and intervention outcomes.
Also, information relating to finances
that the employee voluntarily provides;
disposition, including employees stated
intentions; record of letters or tax forms
sent as replies; letters from creditors or
their representatives and copies of our
replies and copies of tax levies against
employees. Finally, if an employee is
referred to the EAP by a supervisor, the
record may contain information
regarding the referral such as leave
record, reasons for referral, and
outcomes of supervisory interventions.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
SYSTEM NUMBER: 60–0234
5 U.S.C. 7361, 7362, 7901, and 7904.
SYSTEM NAME:
PURPOSE(S):
Employee Assistance Program (EAP)
Records, Social Security
Administration, Deputy Commissioner
for Human Resources, Office of
Personnel, Center for Employee
Services.
These records are used to document
the nature and extent of the employee’s
or family member’s personal problem
and the background information
necessary for formulating an
intervention plan in an effort to resolve
the personal problem and return the
employee to full productivity. The
record is also used to document, when
appropriate, where the employee or
family member has been referred for
treatment or rehabilitation and the
progress in such treatment.
Anonymous information from these
records is also needed for the purpose
of preparing statistical reports and
analytical studies in support of the
EAP’s management.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of Human Resources, Office of
Personnel, Center for Employee
Services, Employee Assistance Program,
6401 Security Boulevard, Baltimore,
Maryland 21235.
Social Security Administration (SSA)
Regional Offices, Human Resources
Center (contact the system manager or
access https://www.socialsecurity.gov/
foia/bluebook/app_g.htm for address
information).
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below.
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1. To contractors if the Social Security
Administration contracts with private
firms, individuals, or other groups such
as a Federal Employee Assistance
Program (EAP) consortium for the
purpose of providing the EAP functions.
The contractor shall be required to
maintain Privacy Act safeguards with
respect to such records. The contractors
will surrender to the EAP all of these
records as well as any new records at
the time of contract termination.
2. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal, when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA,
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect SSA or any
of its components, is a party to the
litigation or has an interest in such
litigation, and SSA determines that the
use of such records by DOJ, a court or
other tribunal, or another party before
such tribunal, is relevant and necessary
to the litigation, provided, however, that
in each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
3. To a congressional office in
response to any inquiry from that office
made at the request of the subject of the
record.
4. To a court or other tribunal, or a
party before the same, where the records
are covered by the Confidentiality of
Alcohol and Drug Abuse Patient
Records regulations (42 CFR part 2).
Any disclosure of such patient records
must be pursuant to a qualified service
organization agreement that meets the
requirements of 42 CFR part 2 and must
also comply with all other aspects of
these regulations. The Employee
Assistance Program Administrators in
each program location must personally
approve any disclosure made under this
routine use based on his or her
determination that it is compatible with
the purpose for which the records were
collected.
5. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
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in order to perform their assigned
Agency functions.
6. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
writing. Furthermore, employees and
family members who utilize the EAP
will be informed in writing of the
confidentiality provisions; and
secondary disclosure of information is
prohibited without employee consent.
Access https://www.socialsecurity.gov/
foia/bluebook/app_g.htm for additional
information relating to SSA data
security measures.
RETENTION AND DISPOSAL:
Records are maintained in automated
form (e.g., computer readable media,
hard drives, floppy disks, and Compact
Disc-Read Only Memory (CD–ROM))
and in paper form (e.g., folders, index
cards).
Records are retained until three years
after the employee or family member
has ceased contact with the EAP or until
any litigation is resolved. However, if an
employee has been terminated from
SSA employment, records are retained
for at least three years after the official
date of termination and until any
litigation is resolved. Files are then
destroyed.
RETRIEVABILITY:
SYSTEM MANAGER(S) AND ADDRESS(ES):
Records are retrieved by a case code
number. These numbers are crossindexed by name of employee or family
member.
Social Security Administration,
Director, Center for Employee Services,
Office of Personnel, Office of Human
Resources, 6401 Security Boulevard,
Baltimore, Maryland 21235.
STORAGE:
SAFEGUARDS:
1. Authorized Users: Access to these
records is limited to the EAP
Administrators who work directly with
employees and family members in each
program location and their immediate
staffs (including staff counselors, staff
secretaries, contract or consortia
counselors and secretaries). All EAP
Administrators, whether or not they
directly provide clinical services, may
access the records for the purposes of
program evaluation, destroying records
at the end of their period of
maintenance, and transferring records
from one contractor to another.
2. Physical Safeguards: All records
are stored in a metal filing cabinet
equipped with at least a combination
lock, and preferably a locking bar. This
file cabinet is in a secured area,
accessible only to the EAP staff, and is
locked when not in use. Computer
readable information is maintained in
discrete systems and/or is password
protected. Computers are also stored in
secured areas, accessible to only the
EAP staff. These records are always
maintained separate from any other
system of records.
3. Procedural Safeguards: All persons
having access to the records shall have
previous training in the proper handling
of records covered by the Privacy Act
and 42 CFR part 2 (Confidentiality of
Alcohol and Drug Abuse Patient
Records). These restrict disclosures to
unique situations, such as medical
emergencies, except when the employee
or family member has consented in
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NOTIFICATION PROCEDURES:
Upon receiving a request, the EAP
Administrator shall weigh the need for
disclosure against the potential injury to
the patient, to the physician-patient
relationship, and to the treatment
services. The EAP Administrator will
then determine the extent to which any
disclosure of all or any part of the
record is necessary (42 CFR part 2 does
not compel disclosure).
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
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requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
SYSTEM NUMBER: 60–0236
SYSTEM NAME:
Employee Development Program
Records, Social Security
Administration, Deputy Commissioner
for Human Resources (DCHR), Office of
Training (OT).
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of Training, Offices of the Deputy
Commissioners, Deputy-level offices
and/or Regional Commissioners’ offices.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Applicants and participants in all
Social Security Administration (SSA)
developmental programs at the specific
grades covered by the programs.
CATEGORIES OF IN THE SYSTEM:
This system consists of a variety of
records relating to an employee’s
application for, and participation in, the
Executive Development Program. In
addition to the employee’s name, the
system contains the employee’s title,
grade and salary, Social Security
number (SSN), organization in which
employed, date of entry into the
Executive Development Program,
training needs while participating in the
program, individual development plan
and basis for participation in the
Employee Development Program.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
5 U.S.C. 3396, et seq.
PURPOSE(S):
These records are used to document
employee’s application for, and
participation in, the Executive
Development Program. They may be
used as a basis for promotion, transfer,
or reassignment. They may be used as
a basis for preparing management,
budgetary or statistical reports to
support organizational planning or
manpower utilization studies.
rmajette on PROD1PC71 with NOTICES3
RECORD SOURCE CATEGORIES:
Information in this system of records
is: (1) Supplied directly by the
individual, or (2) supplied by a member
of the employee’s family, or (3) derived
from information supplied by the
individual, or (4) supplied by sources to
whom the employee and/or family
member has been referred for assistance,
or (5) supplied by SSA officials, or (6)
supplied by EAP counselors.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
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Jkt 208001
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To Federal, State and local law
enforcement agencies in the event that
this system of records indicates a
violation or potential violation of law,
whether civil, criminal or regulatory in
nature.
2. To another Federal agency in
connection with the hiring or retention
of an employee, the issuance of a
security clearance, the reporting of an
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1853
investigation of an employee, the letting
of a contract, or the issuance of a
license, grant, or other benefit by the
requesting agency, to the extent that the
record is relevant and necessary to the
requesting agency’s decision on the
matter.
3. To a Federal agency having the
power to subpoena records, for example,
the Internal Revenue Service or the Civil
Rights Commission, in response to a
subpoena for information contained in
this system of records.
4. To officials of labor organizations
recognized under 5 U.S.C. Chapter 71
when relevant and necessary to their
duties of exclusive representation
concerning personnel policies,
practices, and matters affecting
conditions of employment.
5. To contractors when the Social
Security Administration contracts with
a private firm for the purpose of
collating, analyzing, aggregating or
otherwise refining records in this
system. The contractor shall be required
to maintain Privacy Act safeguards with
respect to such records.
6. To the Office of Personnel
Management, the Merit Systems
Protection Board, or the Office of the
Special Counsel, when information is
requested in connection with appeals,
special studies of the civil service and
other merit systems, review of those
agencies’ rules and regulations,
investigation of alleged or possible
prohibited personnel practices, and for
such other functions of these agencies as
may be authorized by law, e.g., 5 U.S.C.
1205 and 1206.
7. To the Equal Employment
Opportunity Commission when
requested in connection with
investigations into alleged or possible
discriminatory practices in the Federal
sector, examination of Federal
affirmative employment programs,
compliance by Federal agencies with
the Uniform Guidelines on Employee
Selection Procedures, or other functions
vested in the Commission.
8. To the Federal Labor Relations
Authority, its General Counsel, the
Federation Mediation and Conciliation
Service, the Federal Service Impasses
Panel, or an arbitrator when information
is requested in connection with
investigations of allegation of unfair
practices, matters before an arbitrator or
the Federal Service Impasses Panel.
9. To a congressional office from the
record of an individual in response to
an inquiry from congressional office
made at the request of that individual.
10. To the Department of Justice
(DOJ), a court or other tribunal, or to
another party before such tribunal,
when:
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(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA,
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect SSA or any
of its components, is a party to the
litigation or has an interest in such
litigation, and SSA determines that the
use of such records by DOJ, a court or
other tribunal, or another party before
such tribunal, is relevant and necessary
to the litigation, provided, however, that
in each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
11. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
12. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THIS SYSTEM:
STORAGE:
Records are maintained in automated
form (e.g., magnetic tapes, hard drives,
floppy disks, Compact Disk-Read Only
Memory (CD–ROM)) and in paper form
(e.g., file folders, punch cards, forms).
RETRIEVABILITY:
Records are retrieved by name and
SSN.
rmajette on PROD1PC71 with NOTICES3
SAFEGUARDS:
Access to, and use of, these records is
limited to those persons whose official
duties require such access. A personnel
screening is employed to prevent
unauthorized disclosure. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
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Jkt 208001
RETENTION AND DISPOSAL:
Records of an unsuccessful applicant
are retained for 60 days after
notification that he or she was not
selected for participation, and are then
destroyed. Records of a participant are
retained for 5 years after the individual
has ceased to participate in the program,
and are then destroyed.
SYSTEM MANAGER(S) AND ADDRESS(ES):
In the field, Applicable Personnel
Officers who service the organization
unit in which the individual is
employed. In Headquarters, DCHR.
Office of Personnel, Director, 6401
Security Boulevard, Baltimore,
Maryland 21235. For all training related
material: DCHR/OT, 6401 Security
Boulevard, Baltimore, Maryland 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN, or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
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include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Information in this system of records
is: (1) Supplied directly by the
individual, or (2) derived from
information supplied by the individual,
or (3) supplied by SSA officials.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0237
SYSTEM NAME:
Employees’ Medical Records, Social
Security Administration, Deputy
Commissioner for Human Resources,
Office of Personnel, Center for
Employee Services.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
These records are maintained on
current Social Security Administration
(SSA) employees receiving health
services at the SSA Health Units at the
following addresses:
Social Security Administration,
Headquarters, 6401 Security Boulevard,
Baltimore, Maryland 21235.
Social Security Administration,
Northeastern Program Service Center, 1
Jamaica Center Plaza, 155–10 Jamaica
Avenue, Jamaica, New York 11432–
3830.
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Social Security Administration, MidAtlantic Program Service Center, 300
Spring Garden Street, Philadelphia,
Pennsylvania 19123.
Social Security Administration,
Wilkes-Barre Data Operations Center,
1150 East Mountain Drive, WilkesBarre, Pennsylvania 18702–7997.
Social Security Administration,
Southeastern Program Service Center,
3001 Twelfth Avenue, North,
Birmingham, Alabama 35285.
Social Security Administration,
Western Program Service Center, Frank
Hagel Federal Building, 1221 Nevin
Avenue, Richmond, California 94802.
Other SSA employees receive health
services through Interagency
Agreements with the Public Health
Service.
ADDRESSES OF INTERAGENCY AGREEMENT
HEALTH UNITS
Social Security Administration, Metro
West Building, Suite 200, South
Building, 300 North Greene Street,
Baltimore, Maryland 21203.
Social Security Administration,
National Computer Center Building,
Room G–09, 6301 Security Boulevard,
Baltimore, Maryland 21235.
Social Security Administration,
Security West Building, Room 1-R–15,
1500 Woodlawn Drive, Baltimore,
Maryland 21241.
WOC Building, Suite 1209, 1718
Woodlawn Drive, Baltimore, Maryland
21207.
FIELD ADDRESSES
IN THE BOSTON REGION (CONNECTICUT, MAINE,
MASSACHUSETTS, NEW HAMPSHIRE, RHODE
ISLAND, VERMONT):
• John F. Kennedy Building,
Government Center, Health Unit,
Boston, MA 02203.
• Thomas P. O’Neill Federal
Building, Health Unit, 10 Causeway
Street, Boston, MA 02222.
Jacob Javitz Federal Building, Health
Unit, 26 Federal Plaza, New York, N.Y.
10278.
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IN THE PHILADELPHIA REGION (DELAWARE,
DISTRICT OF COLUMBIA, MARYLAND,
PENNSYLVANIA, VIRGINIA, WEST VIRGINIA):
• John C. Kluczynski Federal
Building, Health Unit, 230 S. Dearborn
Street, Chicago, IL 60604.
• Harold Washington Social Security
Center, Health Unit, 600 West Madison
Street, Chicago, IL 60661.
IN THE KANSAS CITY REGION (IOWA, KANSAS,
MISSOURI, NEBRASKA):
Richard Bolling Federal Building,
Health Unit, 601 E. 12th Street, Kansas
City, MO 64106.
• Health Unit, 1301 Young Street,
Dallas, TX 75202.
• Albuquerque Teleservice Center,
Health Unit, 500 Lead, SW.,
Albuquerque, NM 87102.
IN THE DENVER REGION (COLORADO, MONTANA,
NORTH DAKOTA, SOUTH DAKOTA, UTAH,
WYOMING):
Federal Building and U.S.
Courthouse, Health Unit, 1961 Stout
Street, Denver, CO 80294.
IN THE SAN FRANCISCO REGION (AMERICAN
SAMOA, ARIZONA, CALIFORNIA, GUAM, HAWAII,
NEVADA, NORTHERN MARIANNA ISLANDS):
Federal Building, Health Unit, Room
443, 50 United Nations Plaza, San
Francisco, CA 94102.
IN THE SEATTLE REGION (ALASKA, IDAHO,
OREGON, WASHINGTON):
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who have received health
services from any of the SSA Health
Units.
CATEGORIES OF RECORDS IN THE SYSTEM:
• William J. Green, Jr. Federal
Building, Health Unit, 600 Arch Street,
Philadelphia, PA 19106–1611.
• Federal Employee and Service
Center, National Underground Storage,
27S–221, Health Unit, Boyers, PA
16020–0221.
• Housing and Urban Development
Building, Health Unit, 451 7th Street,
SW., Washington, DC 20410–0001.
Jkt 208001
IN THE CHICAGO REGION (ILLINOIS, INDIANA,
MICHIGAN, MINNESOTA, OHIO, WISCONSIN):
• Auburn Teleservice Center, Health
Unit, 2801 C Street, SW., Auburn, WA
98001–7401.
• Bank of America Tower, Health
Unit, 701 5th Avenue, Seattle, WA
98104–7075.
IN THE NEW YORK REGION (NEW JERSEY, NEW
YORK, PUERTO RICO, VIRGIN ISLANDS)
14:26 Jan 10, 2006
Sam Nunn Federal Building, Health
Unit, 61 Forsyth Street, SW., Atlanta,
GA 30303.
IN THE DALLAS REGION (ARKANSAS, LOUISIANA,
NEW MEXICO, OKLAHOMA, TEXAS):
HEADQUARTERS
VerDate Aug<31>2005
IN THE ATLANTA REGION (ALABAMA, NORTH
CAROLINA, SOUTH CAROLINA, FLORIDA, GEORGIA,
KENTUCKY, MISSISSIPPI, TENNESSEE):
This system consists of a variety of
records relating to an individual’s
utilization of services provided by SSA
Health Units. Examples of information
which may be included in this system
are, history of non-work related injuries,
illness or complaint presented to Health
Unit staff, immunization records,
medication administered by Health Unit
staff, referrals to other health care
providers.
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1855
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7901; OMB Circular No. A–
72.
PURPOSE(S):
These records document utilization of
health services provided by SSA Health
Units.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To the appropriate Federal, State,
or local agency responsible for
investigation of an accident, disease,
medical condition, or injury as required
by pertinent legal authority.
2. To the Office of Worker’s
Compensation Programs in connection
with a claim for benefits filed by an
employee.
3. 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. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal, when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA,
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect SSA or any
of its components, is a party to the
litigation or has an interest in such
litigation, and SSA determines that the
use of such records by DOJ, a court or
other tribunal, or another party before
the tribunal, is relevant and necessary to
the litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
5. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
6. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
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information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
7. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
These records are maintained as hard
copy records.
RETRIEVABILITY:
Records are retrievable by name, date
of birth, or Social Security Number
(SSN) of the individual to whom they
pertain.
SAFEGUARDS:
During the employment of the
individual, medical records are
maintained in files separate from the
Official Personnel Folder and are
located in lockable metal cabinets and/
or in secured rooms with access limited
to those whose official duties require
access. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
Records are maintained up to six
years from the date of the last entry. The
records are shredded and appropriately
disposed of approximately three months
after separation.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Social Security Administration, SSA
Medical Director, Office of Human
Resources, Center for Employee
Services, 6401 Security Boulevard,
Baltimore, Maryland 21235.
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NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
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Jkt 208001
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
An individual requesting access to
records should submit his/her request in
writing to the system manager or
designated custodian of the records. An
individual requesting access via mail or
telephone also must furnish an address.
Any individual requesting access must
also follow the Office of Personnel
Management’s Privacy Act regulations
regarding verification of identity and
access to records (5 CFR part 297).
These procedures are in accordance
with SSA Regulations (20 CFR 401.40(c)
and 401.55(b)).
Note: At the Headquarter’s SSA Health
Units, the individual will be asked to
complete Form SSA–3465, Consent for
Release of Personal Information. In other SSA
Health Units the SSA–3465 or equivalent
will be required.
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CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Information in this system of records
is obtained from, the individual to
whom the information pertains,
laboratory reports and test results, SSA
Health Unit medical officer, physicians,
nurses and other medical technicians
who have examined, tested, or treated
the individual, the individual’s personal
physician and other Federal employee
health units.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0238
SYSTEM NAME:
Pay, Leave and Attendance Records,
Social Security Administration, Deputy
Commissioner for Human Resources,
Office of Personnel.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
For Time and Attendance: Deputy
Commissioner for Human Resources,
Office of Personnel, Director, Center for
Personnel Management Information
Systems and Payroll, 6401 Security
Boulevard, Baltimore, Maryland 21235.
For Federal Personnel and Payroll
Systems (FPPS): Director, Payroll
Operations Division, Department of the
Interior, National Business Center, 7301
W. Mansfield Avenue, Denver, Colorado
80235–2230.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
All paid employees of the Social
Security Administration (SSA).
CATEGORIES OF RECORDS IN THE SYSTEM:
This system consists of a variety of
records relating to pay and leave
determinations made about each
employee of SSA. In addition to the
name of the employee, the system
includes information such as the
employee’s date of birth, Social Security
number (SSN), home address, grade or
rank, employing organization,
timekeeper number, salary, civil service
retirement fund contributions, pay plan,
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number of hours worked, annual and
sick leave accrual rate and usage,
administrative leave usage, annual and
sick leave balance, deductions for
Medicare and/or FICA, Federal, State
and city tax withholdings, Federal
Employees Governmental Life Insurance
withholdings, Federal Employees
Health Benefits withholdings, awards,
commercial garnishments, child support
and/or alimony wage assignments,
savings allotments, union and
management association dues
withholdings allotments, savings bonds
allotments; Combined Federal
Campaign allotments; and Thrift
Savings Plan contributions.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. Chapter 55, § 5501 et seq.,
Chapter 61, § 6101, et seq. and Chapter
63 § 6301 et seq.
PURPOSE(S):
Records in this system are used to
insure that each employee receives the
proper pay and allowances; that proper
deductions and authorized allotments
are made from employees’ pay; and that
employees are credited and charged
with the proper amount of leave.
Records are also used to produce
summary descriptive statistics and
analytical studies in support of the
functions for which the records are
collected and maintained and for related
personnel management functions or pay
studies, and for other purposes
compatible with the intent for which the
records system was created.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To the Internal Revenue Service
and to State and local government tax
agencies: Records relating to employees’
income including name, home address,
Social Security number, earned income,
and amount of taxes withheld.
2. To Federal, State, Foreign and local
law enforcement agencies in the event
that this system of records indicates a
violation or potential violation of law,
whether civil, criminal or regulatory in
nature.
3. To a Federal, State or local agency
maintaining civil, criminal or other
relevant enforcement records or other
pertinent records, such as current
licenses, if necessary to obtain a record
relevant to an Agency decision
concerning the hiring or retention of an
employee, the issuance of a security
clearance, the letting of a contract, or
the issuance of a license, grant or other
benefit.
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Jkt 208001
4. To a Federal agency, in response to
its request, in connection with the
hiring or retention of an employee, the
issuance of a security clearance, the
reporting of an investigation of an
employee, the letting of a contract, or
the issuance of a license, grant, or other
benefit by the requesting agency, to the
extent that the record is relevant and
necessary to the requesting agency’s
decision on the matter.
5. To a Federal agency having the
power to subpoena records, for example,
the Internal Revenue Service or the Civil
Rights Commission, in response to a
subpoena for information contained in
this system of records.
6. To officials of labor organizations
recognized under 5 U.S.C. Chapter 71
when relevant and necessary to their
duties of exclusive representation
concerning personnel policies,
practices, and matters affecting
conditions of employment.
7. To contractors or another Federal
agency when the Social Security
Administration contracts with a private
firm or makes an arrangement with a
Federal agency for the purpose of
performing payroll related processing,
in addition to collating, analyzing,
aggregating or otherwise refining
records in this system. The contractor
shall be required to maintain Privacy
Act safeguards with respect to such
records.
8. To the Office of Personnel
Management, the Merit Systems
Protection Board, or the Office of the
Special Counsel when information is
requested in connection with appeals,
special studies of the civil service and
other merit systems, review of those
agencies’ rules and regulations,
investigation of alleged or possible
prohibited personnel practices, and for
such other function of these agencies as
may be authorized by law, e.g., 5 U.S.C.
1205 and 1206.
9. To the Equal Employment
Opportunity Commission when
requested in connection with
investigations into alleged or possible
discriminatory practices in the Federal
sector, examination of Federal
affirmative employment programs,
compliance by Federal agencies with
the Uniform Guidelines on Employee
Selection Procedures, or other functions
vested in the Commission.
10. To the Federal Labor Relations
Authority, its General Counsel, the
Federal Mediation and Conciliation
Service, the Federal Service Impasses
Panel, or an arbitrator when information
is requested in connection with
investigations of allegations of unfair
practices, matters before an arbitrator or
the Federal Service Impasses Panel.
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1857
11. To the Department of Labor in
connection with a claim filed by the
employee for compensation on account
of a job-connected injury or disease.
12. To respond to court orders for
garnishment of an employee’s pay for
alimony or child support or commercial
debt.
13. To respond to orders from Internal
Revenue Service for garnishment of an
employee’s pay for Federal income tax
purposes.
14. To the Department of the Treasury
for the purposes of preparing and
issuing employee salary and
compensation checks and United States
Savings Bonds.
15. To State offices of unemployment
compensation in connection with
claims filed by current or former Social
Security Administration employees for
unemployment compensation.
16. To a congressional office in
response to an inquiry from the
congressional office made at the request
of that individual.
17. To the Department of Justice
(DOJ), a court or other tribunal, or
another party before such tribunal,
when
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA,
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect SSA or any
of its components, is a party to the
litigation or has an interest in such
litigation, and SSA determines that the
use of such records by DOJ, a court or
other tribunal, or another party before
the tribunal is relevant and necessary to
the litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
18. To financial organizations
designated to receive labor organization
or management association dues
withheld from employees’ pay, in order
to account for the amounts of such
withheld dues which they receive.
19. To a State or local agency for the
purpose of conducting computer
matching programs designed to reduce
fraud, waste and abuse in Federal, State
and local public assistance programs
and operations.
20. To a Federal agency for the
purpose of conducting computer
matching programs designed to reduce
fraud, waste and abuse using loan or
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benefit records of a Federal, State or
local agency to identify employee’s
improperly receiving loans or benefits
and to facilitate the collection of debts
owed the United States.
21. To a Federal agency in response
to a written request from that agency,
personally signed by a supervisor,
specifying the particular portion desired
and the law enforcement activity for
which the record is sought. The request
for the record must be connected with
the agency’s auditing and investigative
functions designed to reduce waste,
fraud, and abuse. It must be based on
information which raises questions
about an individual’s eligibility for
benefits or payments, and it must be
made reasonably soon after the
information is received.
22. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
23. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
24. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
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STORAGE:
Records are maintained in manual,
microfilm, microfiche, imaged and
printout form in the Payroll Office.
Currently, applicable records are stored
on magnetic media at the National
Computer Center, and electronically at
the National Business Center (NBC),
Department of the Interior (DOI) in
Denver, Colorado. Historic records are
stored on magnetic media and
electronically at the computer center
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and at NBC, DOI. Original input
documents are kept in standard office
filing equipment and/or stored as
imaged documents on magnetic media.
RETRIEVABILITY:
Records are retrievable by name and
SSN from NBC, DOI and by name, SSN
and timekeeper number at SSA.
SAFEGUARDS:
Access to, and use of, these records is
limited to personnel whose official
duties require such access. Personnel
screening is employed to prevent
unauthorized disclosure. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
Records submitted by the individual,
such as allotment authorization forms,
home address forms, and tax
withholding forms, are retained until
superseded by new forms or until the
individual leaves SSA. Most of these
records are then destroyed. Some of
these records must be retained for an
additional period, or forwarded to the
new employing agency. Time and
attendance records are retained for six
years and are then destroyed. The
automated payroll master record,
established when the individual is first
employed and continually updated
throughout the period of his or her
employment, is retained until the
individual leaves SSA.
SYSTEM MANAGER(S) AND ADDRESS:
In both the field and Headquarters:
Deputy Commissioner for Human
Resources, Office of Personnel, Director,
CPMISP, 6401 Security Blvd.,
Baltimore, MD 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
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Frm 00064
Fmt 4701
Sfmt 4703
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. This procedure is in accordance
with SSA Regulations (20 CFR
401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. This procedure
is in accordance with SSA Regulations
(20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Information in this system of records
is (1) supplied directly by the
individual, or (2) derived from
information supplied by the individual,
or (3) supplied by timekeepers and other
SSA officials.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
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SYSTEM NUMBER: 60–0239
SYSTEM NAME:
Personnel Records in Operating
Offices, Social Security Administration,
Deputy Commissioner for Human
Resources, Office of Personnel.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
These records are located within the
servicing personnel offices that service
specific Social Security Administration
(SSA) organizational components and/
or at a site closer to where the employee
works; e.g., in an administrative office
or in an employee record extension file
maintained by the immediate
supervisor.
Note: In the case of some personnel
records, SSA has determined that duplicates
need to be located in a second office closer
to where the employee works (e.g., in an
administrative office or in an employee
record extension file maintained by the
immediate supervisor). Any of these
personnel records that are derived from
OPM/GOVT 1 also are covered by that system
notice.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Current employees of SSA and former
or current Federal employees submitting
applications for employment with SSA.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system consists of a variety of
records relating to personnel actions
and determinations made about an
individual while employed. These
records may contain information about
an individual relating to name, birth
date; emergency contact information;
e.g., mailing address and telephone
number; Social Security number (SSN);
veterans preference; tenure;
employment history; employment
qualifications; past and present salaries,
grades and position titles; training;
awards and other recognition; approved
suggestions; performance plan and
rating of record; performance
improvement plan; conduct; and data
documenting reasons for personnel
actions, decisions or recommendations
made about an employee; and
background data documentation leading
to an adverse action or other personnel
action being taken against an employee.
rmajette on PROD1PC71 with NOTICES3
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 3101, Chapter 33, Chapter 41,
Chapter 43, Chapter 45, Chapter 55 and
Chapter 75.
PURPOSE(S):
These records are used by operating
officials in carrying out their personnel
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14:26 Jan 10, 2006
Jkt 208001
management responsibilities. They may
be used in recommending or taking
personnel actions such as appointments,
promotions, separations (e.g.,
retirements, resignations),
reassignments, within-grade increases,
adverse actions; as a basis for employee
training, recognition, or disciplinary
actions; and as a basis for staffing and
budgetary planning and control,
organizational planning, and manpower
utilization purposes.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below.
1. To the Office of Personnel
Management, the Merit Systems
Protection Board (MSPB), or the Office
of the Special Counsel when
information is requested in connection
with appeals, special studies of the civil
service and other merit systems, review
of those agencies’ rules and regulations,
investigation of alleged or possible
prohibited personnel practices, and for
such other function of these agencies as
may be authorized by law, e.g., 5 U.S.C.
1205 and 1206.
2. To the Equal Employment
Opportunity Commission when
requested in connection with
investigations into alleged or possible
discriminatory practices in the Federal
sector, examination of Federal
affirmative employment programs,
compliance by Federal agencies with
the Uniform Guidelines on Employee
Selection Procedures, or other functions
vested in the Commission.
3. To the Federal Labor Relations
Authority, its General Counsel, the
Federal Mediation and Conciliation
Service, the Federal Service Impasses
Panel, or an arbitrator when information
is requested in connection with
investigations of allegations of unfair
practices, matters before an arbitrator or
the Federal Service Impasses Panel.
4. To the appropriate agency in the
event an appeal is made outside Social
Security Administration records, which
are relevant when that agency is charged
with rendering a decision on the appeal.
5. To Federal, State and local law
enforcement agencies in the event that
this system of records indicates a
violation or potential violation of law,
whether civil, criminal or regulatory in
nature.
6. To the Department of Justice for the
purpose of obtaining its advice in the
event the Social Security
Administration deems it desirable or
necessary, in determining whether
particular records are required to be
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Fmt 4701
Sfmt 4703
1859
disclosed under the Freedom of
Information Act.
7. To a Federal, State or local agency
maintaining civil, criminal or other
relevant enforcement records or other
pertinent records, such as current
licenses, if necessary to obtain a record
relevant to an Agency decision
concerning the hiring or retention of an
employee, the issuance of a security
clearance, the letting of a contract, or
the issuance of a license, grant or other
benefit.
8. To a Federal agency, in response to
its request, in connection with the
hiring or retention of an employee, the
issuance of a security clearance, the
reporting of an investigation of an
employee, the letting of a contract, or
the issuance of a license, grant or other
benefit by the requesting agency, to the
extent that the record is relevant and
necessary to the requesting agency’s
decision on the matter.
9. To a Federal agency having the
power to subpoena records, for example,
the Internal Revenue Service or the Civil
Rights Commission, in response to a
subpoena for information contained in
this system of records.
10. To officials of labor organizations
recognized under 5 U.S.C. Chapter 71
when relevant and necessary to their
duties of exclusive representation
concerning personnel policies,
practices, and matters affecting
conditions of employment.
11. To contractors for the purpose of
collating, analyzing, aggregating or
otherwise refining records in this
system. The contractor shall be required
to maintain Privacy Act safeguards with
respect to such records.
12. 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.
13. To the Department of Justice
(DOJ), a court or other tribunal, or
another party before such tribunal
when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to the litigation
or has an interest in such litigation, and
SSA determines that the use of such
records of DOJ, a court or other tribunal,
or another party before such tribunal, is
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relevant and necessary to the litigation,
provided, however, that in each case,
SSA determines that such disclosure is
compatible with the purpose for which
the records were collected.
14. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
15. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
16. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in automated
form (e.g., hard drives, floppy disks,
CD–ROM, magnetic tapes) and in paper
form (e.g., file folders, index cards).
RETRIEVABILITY:
Records are retrieved by any
combination of name, SSN, or
identification number.
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RETENTION AND DISPOSAL:
Records in this system are retained for
varying lengths of time, ranging from a
few months to 5 years. Most records are
retained for a period of 1 to 2 years.
Some records, such as individual
applications, become part of the
person’s permanent official records
when hired, while some records are
destroyed 45 days after the individual
leaves the jurisdiction of the operating
office or, if appropriate, are combined
with the Official Personnel Folder
(OPF), which is forwarded to the hiring
Federal agency or, if the employee is
leaving Federal service, to the National
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Jkt 208001
Personnel Records Center. Some records
are destroyed by shredding or burning
while magnetic tapes or disks are
erased.
SYSTEM MANAGER(S) AND ADDRESS(ES):
For paper files
In Headquarters: Director, Center for
Personnel Policy and Staffing, Office of
Personnel, 6401 Security Boulevard,
Baltimore, Maryland 21235.
In the Field: Director, Center for
Human Resources, Office of the
Regional Commissioners:
IN THE BOSTON REGION (CONNECTICUT, MAINE,
MASSACHUSETTS, NEW HAMPSHIRE, RHODE
ISLAND, VERMONT):
Social Security Administration,
Boston Regional Office, J.F.K. Federal
Building, Room 1900, Boston,
Massachusetts 02203.
IN THE NEW YORK REGION (NEW JERSEY, NEW
YORK, PUERTO RICO, VIRGIN ISLANDS):
Social Security Administration, New
York Regional Office, Room 40–102, 26
Federal Plaza, New York, New York
10278.
IN THE PHILADELPHIA REGION (DELAWARE,
DISTRICT OF COLUMBIA, MARYLAND,
PENNSYLVANIA, VIRGINIA, WEST VIRGINIA):
Social Security Administration,
Philadelphia Regional Office, 300
Spring Garden Street, Philadelphia,
Pennsylvania 19123.
IN THE ATLANTA REGION (ALABAMA, NORTH
CAROLINA, SOUTH CAROLINA, FLORIDA, GEORGIA,
KENTUCKY, MISSISSIPPI, TENNESSEE):
Social Security Administration,
Atlanta Regional Office, 61 Forsyth
Street, S.W., Suite 22T64, Atlanta,
Georgia 30303–8907.
IN THE CHICAGO REGION (ILLINOIS, INDIANA,
MICHIGAN, MINNESOTA, OHIO, WISCONSIN):
• Social Security Administration,
Chicago Regional Office, Harold
Washington Social Security Center, P.O.
Box 8280, 10th Floor, Chicago, Illinois
60680–8280.
• Social Security Administration,
Office of Central Operations, Center for
Management Support, 1500 Woodlawn
Drive, Room 7030 Security West Tower,
Baltimore, Maryland 21241–1500.
IN THE DALLAS REGION (ARKANSAS, LOUISIANA,
NEW MEXICO, OKLAHOMA, TEXAS):
Social Security Administration, Dallas
Regional Office, 1301 Young Street,
Suite 500, Dallas, Texas 75202–5433.
IN THE KANSAS CITY REGION (IOWA, KANSAS,
MISSOURI, NEBRASKA):
Social Security Administration,
Kansas City Regional Office, Richard
Bolling Federal Building, Room 436,
PO 00000
Frm 00066
Fmt 4701
Sfmt 4703
601 East 12th Street, Kansas City,
Missouri 64106.
IN THE DENVER REGION (COLORADO, MONTANA,
NORTH DAKOTA, SOUTH DAKOTA, UTAH,
WYOMING):
Social Security Administration,
Denver Regional Office, Federal Office
Building, 1961 Stout Street, Room 325,
Denver, Colorado 80294.
IN THE SAN FRANCISCO REGION (AMERICAN
SAMOA, ARIZONA, CALIFORNIA, GUAM, HAWAII,
NEVADA, NORTHERN MARIANNA ISLANDS):
Social Security Administration, San
Francisco Regional Office, Frank Hagel
Federal Building, P.O. Box 4200,
Richmond, California 94801.
IN THE SEATTLE REGION (ALASKA, IDAHO,
OREGON, WASHINGTON):
Social Security Administration,
Seattle Regional Office, 701 Fifth
Avenue, Suite 2900, M/S 301, Seattle,
Washington 98104–7075.
For magnetic media files: Director,
Center for Personnel Management
Information Systems and Payroll, Office
of Personnel, Social Security
Administration, 6401 Security
Boulevard, Baltimore, Maryland 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
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same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. This procedure
is in accordance with SSA Regulations
(20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Information in this system of records
either comes from the individual to
whom it applies, is derived from
information supplied by the individual,
or is provided by SSA officials.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
rmajette on PROD1PC71 with NOTICES3
None.
Note: When supervisors/managers retain
personal ‘‘supervisory’’ notes (i.e.,
information on employees that the Agency
exercises no control and does not require or
specifically describe in its performance
appraisal system, which remain solely for the
personal use of the author and are not
provided to any other person, and which are
retained or discarded at the author’s sole
discretion), such notes are not subject to the
Privacy Act and are, therefore, not
considered part of this system. If any of the
above conditions are violated, these notes are
no longer merely personal notes serving as an
aid to the supervisor’s memory, but become
records subject to the Privacy Act.
Jkt 208001
Employee Suggestion Program
Records, Social Security
Administration, Deputy Commissioner
for Human Resources, Office of
Personnel, Center for Employee
Services.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, Office
of Human Resources, Office of
Personnel, Center for Employee
Services, Central Suggestion Team, 6401
Security Boulevard, Baltimore,
Maryland 21235.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
CATEGORIES OF RECORDS IN THE SYSTEM:
CONTESTING RECORD PROCEDURES:
14:26 Jan 10, 2006
SYSTEM NAME:
Individuals who have made
suggestions in the Social Security
Administration (SSA); and/or
suggestions made by individuals in
other Federal agencies requiring an SSA
evaluation.
RECORD ACCESS PROCEDURES:
VerDate Aug<31>2005
SYSTEM NUMBER: 60–0241
Suggestions, evaluations of
suggestions, name and address of
individual submitting suggestions and
evaluating the suggestions, other
identifying information such as pay
plan and grade, position title, Social
Security number (SSN), timekeeper
number and telephone number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 4501 et seq.
PURPOSE(S):
Records in this system are used to
control, evaluate, and make award
determinations on employee
suggestions. The Central Suggestion
Team maintains these records in SSA’s
Office of Personnel.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To the Office of Personnel
Management information related to a
suggestion award when approval from
that office is needed in order to grant an
award.
2. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
3. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal, when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
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Fmt 4701
Sfmt 4703
1861
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA,
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect SSA or any
of its components, is a party to the
litigation or has an interest in such
litigation, and SSA determines that the
use of such records by DOJ, a court or
other tribunal, or another party before
the tribunal, is relevant and necessary to
the litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
1. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
2. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
POLICIES AND PRACTICES FOR STORING,
ACCESSING, RETAINING, AND DISPOSING OF
RECORDS IN THE SYSTEM:
STORAGE:
The records are maintained in paper
form (e.g., file folders) in locked file
cabinets and in an electronic system on
a server housed in the National
Computer Center in Woodlawn,
Maryland.
RETRIEVABILITY:
The records are retrieved by
suggestion number or by the name of the
employee.
SAFEGUARDS:
Access is restricted to authorized staff
and evaluators. Component evaluators
are given a copy of suggestions. Access
https://www.socialsecurity.gov/foia/
bluebook/app_g.htm for additional
information relating to SSA data
security measures.
RETENTION AND DISPOSAL:
After final action to make or deny an
award, suggestion records are
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maintained for two more years and then
destroyed.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Director, Center for Employee
Services, Office of Personnel, Office of
Human Resources, Social Security
Administration, 6401 Security
Boulevard, Baltimore, Maryland 21235.
rmajette on PROD1PC71 with NOTICES3
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
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Jkt 208001
RECORD ACCESS PROCEDURE:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, requester should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Incoming suggestion, responses,
evaluations and other material obtained
during course of deciding to make an
award.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0244
SYSTEM NAME:
Administrative Grievances Filed
Under Part 771 of 5 CFR, Social Security
Administration, Deputy Commissioner
for Human Resources, Office of Labor
Management and Employee Relations.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Deputy Commissioner, Office of
Human Resources, Social Security
Administration, 6401 Security
Boulevard, Baltimore, Maryland 21235.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Social Security Administration (SSA)
employees individually or as a group
who have requested personal relief in a
matter of concern or dissatisfaction
which is subject to the control of SSA
management.
CATEGORIES OF RECORDS IN THE SYSTEM:
Information or documents relating to
the grievance and personal relief sought;
documented materials used in
consideration of the grievance and
correspondence related to disposition of
the grievance.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 1302 and 5 CFR Part 771.
PURPOSE(S):
Records in this system are used to
initiate, consider, and resolve employee
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Sfmt 4703
grievances filed under Part 771 of 5 CFR
These records are maintained in each
component of SSA. Information from
this system may be used by SSA
officials for preparing statistical
summary of management reports.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To the Department of Justice for the
purpose of obtaining its advice in
determining whether particular records
are required to be disclosed under the
Freedom of Information Act.
2. To the appropriate Federal, State or
local agency responsible for
investigating, prosecuting, enforcing or
implementing a statute, rule, regulation
or order, where the Social Security
Administration becomes aware of a
violation or potential violation of civil
or criminal law or regulation.
3. To a Federal, State or local agency
maintaining civil, criminal or other
relevant enforcement records or other
pertinent records, such as current
licenses, if necessary to obtain a record
relevant to an Agency decision
concerning the hiring or retention of an
employee, the issuance of a security
clearance, the letting of a contract, or
the issuance of a license, grant or other
benefit.
4. To another Federal agency, in
response to its request, in connection
with the hiring or retention of an
employee, the issuance of a security
clearance, the reporting of an
investigation of an employee, the letting
of a contract, or the issuance of a
license, grant, or other benefit by the
requesting agency, to the extent that the
record is relevant and necessary to the
requesting agency’s decision on the
matter.
5. To a Federal agency having the
power to subpoena records, for example,
the Internal Revenue Service or the Civil
Rights Commission, in response to a
subpoena for information contained in
this system of records.
6. To officials of labor organizations
recognized under 5 U.S.C. Chapter 71
when relevant and necessary to their
duties of exclusive representation
concerning personnel policies,
practices, and matters affecting
conditions of employment.
7. To the Office of Personnel
Management, the Merit Systems
Protection Board, or the Office of the
Special Counsel when information is
requested in connection with appeals,
special studies of the civil service and
other merit systems, review of those
agencies’ rules and regulations,
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investigation of alleged or possible
prohibited personnel practices, and for
such other function of these agencies as
may be authorized by law, e.g., 5 U.S.C.
1205 and 1206.
8. To the Equal Employment
Opportunity Commission when
requested in connection with
investigations into alleged or possible
discriminatory practices in the Federal
sector, examination of Federal
affirmative employment programs,
compliance by Federal agencies with
the Uniform Guidelines on Employee
Selection Procedures, or other functions
vested in the Commission.
9. To the Federal Labor Relations
Authority, its General Counsel, the
Federal Mediation and Conciliation
Service, the Federal Service Impasses
Panel, or an arbitrator when information
is requested in connection with
investigation of allegations of unfair
practices, matters before an arbitrator or
the Federal Service Impasses Panel.
10. 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.
11. To the Department of Justice
(DOJ), a court or other tribunal, or
another party before such tribunal
when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to the litigation
or has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
12. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
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13. To the Office of the President for
responding to an individual pursuant to
an inquiry received from that individual
or from a third party on his or her
behalf.
14. To any source from which
additional information is requested in
the course of resolving a grievance, to
the extent necessary to identify the
individual, inform the source of the
purpose(s) of the request, and to identify
the type of information requested.
15. To an appropriate licensing
organization or Bar association
responsible for investigating,
prosecuting, enforcing or implementing
standards for maintaining a professional
licensing or Bar membership, if the
Social Security Administration becomes
aware of a violation or potential
violation of professional licensing or Bar
association requirements.
16. To another Federal agency, a
court, or a party in litigation before a
court or in an administrative proceeding
being conducted by a Federal agency,
when the Government is a party to the
judicial or administrative proceeding.
17. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
18. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained electronically
and paper form (e.g., files folders,
binders, index).
RETRIEVABILITY:
Records are retrieved by the name of
the individual filing the grievance.
SAFEGUARDS:
Records are stored in secured rooms
with access limited to those whose
official duties require access. Access
https://www.socialsecurity.gov/foia/
bluebook/app_g.htm for additional
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1863
information relating to SSA data
security measures.
RETENTION AND DISPOSAL:
Records are retained for 3 years after
the grievance case is closed, and are
then destroyed.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Office of Personnel, Personnel
Management Specialist, Room L1141
West Low Rise Building, 6401 Security
Boulevard, Baltimore, Maryland 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
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under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Information in this system of records
is (1) supplied directly by the
individual; or (2) derived from
information supplied by the individual;
or (3) supplied by SSA officials.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0245
SYSTEM NAME:
Negotiated Grievance Procedure
Records, Social Security
Administration, Deputy Commissioner
for Human Resources, Office of Labor
Management and Employee Relations.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Office of Personnel, Personnel
Management Specialist, Social Security
Administration, 6401 Security
Boulevard, Baltimore, Maryland 21235.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Current and former employees of the
Social Security Administration (SSA)
who have filed grievances under a
negotiated grievance procedure.
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CATEGORIES OF RECORDS IN THE SYSTEM:
This system of records consists of a
variety of records relating to an
employee grievance filed under
procedures established by labormanagement negotiations. These records
may include information such as:
employee’s name, Social Security
number (SSN), grade, job title,
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employment history, the names of
supervisors, union representative and
management officials, testimony of
witnesses, a variety of employment and
personnel records associated with the
grievance, the arbitrator’s decision or
report, and a record of an appeal to the
Federal Labor Relations Authority and
to the courts, and pleadings,
submissions and decisions on appeal.
(NOTE: Copies of these records are kept
under the auspices of the Assistant
Regional Commissioner, Management
and Operations Support and in the
originating office.)
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 7121.
PURPOSE(S):
Records in this system are used to
initiate, consider and resolve employee
grievances filed under procedures
established by labor-management
negotiations. These records are
maintained centrally and in each
component of SSA. Information from
this system may be used by SSA
officials for preparing statistical
summary or management reports.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To the Office of Personnel
Management, the Merit Systems
Protection Board, or the Office of the
Special Counsel when information is
requested in connection with appeals,
special studies of the civil service and
other merit systems, review of those
agencies’ rules and regulations,
investigation of alleged or possible
prohibited personnel practices, and for
such other function of these agencies as
may be authorized by law, e.g., 5 U.S.C.
1205 and 1206.
2. To the Equal Employment
Opportunity Commission when
requested in connection with
investigations into alleged or possible
discriminatory practices in the Federal
sector, examination of Federal
affirmative employment programs,
compliance by Federal agencies with
the Uniform Guidelines on Employee
Selection Procedures, or other functions
vested in the Commission.
3. To the appropriate Federal, State or
local agency responsible for
investigating, prosecuting, enforcing or
implementing a statute, rule, regulation
or order, where SSA becomes aware of
a violation or potential violation of civil
or criminal law or regulation.
4. To the Department of Justice for the
purpose of obtaining its advice in
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Frm 00070
Fmt 4701
Sfmt 4703
determining whether particular records
are required to be disclosed under the
Freedom of Information Act.
5. To a Federal, State or local agency
maintaining civil, criminal or other
relevant enforcement records or other
pertinent records, such as current
licenses, if necessary to obtain a record
relevant to an Agency decision
concerning the hiring or retention of an
employee, the issuance of a security
clearance, the letting of a contract, or
the issuance of a license, grant or other
benefit.
6. To a Federal agency, in response to
its request, in connection with the
hiring or retention of an employee, the
issuance of a security clearance, the
reporting of an investigation of an
employee, the letting of a contract, or
the issuance of a license, grant, or other
benefit by the requesting agency, to the
extent that the record is relevant and
necessary to the requesting agency’s
decision on the matter.
7. To a Federal agency having the
power to subpoena records, for example,
the Internal Revenue Service or the Civil
Rights Commission, in response to a
subpoena for information contained in
this system of records.
8. To officials of labor organizations
recognized under 5 U.S.C. Chapter 71
when relevant and necessary to their
duties of exclusive representation
concerning personnel policies,
practices, and matters affecting
conditions of employment.
9. To contractors for the purpose of
collating, analyzing, aggregating or
otherwise refining records in this
system. The contractor shall be required
to maintain Privacy Act safeguards with
respect to such records.
10. To the Department of Labor in
carrying out its functions regarding
labor-management relations to the
Federal service.
11. To the Federal Labor Relations
Authority, its General Counsel, the
Federal Mediation and Conciliation
Service, the Federal Service Impasses
Panel, or an arbitrator when information
is requested in connection with
investigations of allegations of unfair
practices, matters before an arbitrator or
the Federal Service Impasses Panel.
12. 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.
13. To the Department of Justice
(DOJ), a court or other tribunal, or
another party before such tribunal
when:
(a) Social Security Administration
(SSA), or any component thereof, or
(b) Any SSA employee in his/her
official capacity; or
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(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
14. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
15. To any source from which
additional information is requested in
the course of resolving a grievance, to
the extent necessary to identify the
individual, inform the source of the
purpose(s) of the request, and to identify
the type of information requested.
16. To an appropriate licensing
organization or Bar association
responsible for investigating,
prosecuting, enforcing or implementing
standards for maintaining a professional
licensing or Bar membership, if the
Social Security Administration becomes
aware of a violation or potential
violation of professional licensing or Bar
association requirements.
17. To another Federal agency, a
court, or a party in litigation before a
court or in an administrative proceeding
being conducted by a Federal agency,
when the Government is a party to the
judicial or administrative proceeding.
18. To the Office of the President for
responding to an individual pursuant to
an inquiry received from that individual
or from a third party on his or her
behalf.
19. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
20. To the Secretary of Health and
Human Services or to any State, the
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Jkt 208001
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in paper form
(e.g., file folders).
RETRIEVABILITY:
These records are retrieved by the
names of individuals who have filed a
grievance.
SAFEGUARDS:
Records maintained by management
are stored in secured rooms with access
limited to those whose official duties
require access. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
As negotiated by the local parties to
a labor contract. If not covered by
contract, records are retained for 3 years
after the grievance case is closed and are
then destroyed.
SYSTEM MANAGER(S) AND ADDRESS(S):
Office of Personnel, Personnel
Management Specialist, Room L1141
West Low Rise Building, 6401 Security
Boulevard, Baltimore, Maryland 21235–
6401.
NOTIFICATION PROCEDURES:
Generally, an individual who has
filed a grievance under a negotiated
procedure is aware of that fact and has
been provided access to the file.
However, an individual can determine if
this system contains a record about him/
her by writing to the system manager(s)
at the above address and providing his/
her name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
PO 00000
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1865
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. This procedure is in accordance
with SSA Regulations (20 CFR
401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.40(c)).
RECORD SOURCE CATEGORIES:
Information in this system of records
is (1) supplied by the individual on
whom the record is maintained; or (2)
derived from information supplied by
the individual; or (3) supplied by the
testimony of witnesses; or (4) supplied
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by management representative or union
officials; or (5) supplied by SSA
officials.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0250
SYSTEM NAME:
Equal Employment Opportunity
(EEO) Counselor and Investigator
Personnel Records, Social Security
Administration, Deputy Commissioner
for Human Resources, Office of Civil
Rights and Equal Opportunity.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration, 6401
Security Boulevard, Room 2200 West
High Rise Building, Baltimore,
Maryland 21235–6401.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Employees who have volunteered or
have been proposed for duty as Equal
Employment Opportunity (EEO)
Counselors on a part-time basis.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system of records contains
information concerning the personal
characteristics of EEO counselors. The
records consist of the name and other
identifying data, title, location, training
received, information concerning
qualifying background, case
assignments, and evaluation of EEO
counselors serving on a part-time basis
and related information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
29 U.S.C. 633a; 42 U.S.C. 2000e; and
Executive Order (E.O.) 11478.
rmajette on PROD1PC71 with NOTICES3
PURPOSE(S):
These records are used to identify,
locate and determine the availability of
employees who volunteer as counselors
for assignments and to determine
training needs of counselors. These
records are maintained in Social
Security Administration (SSA) field and
regional offices. They may be used to
provide information for production of
summary descriptive statistics and
analytical studies in support of the
function for which the records are
collected and maintained, or for related
personnel management functions or
manpower studies, and to locate
specific individuals for personnel
research or other personnel management
functions.
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Jkt 208001
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To provide resources to another
Federal agency, in response to its
requests for loan of counselors.
2. To another Federal agency, in
response to its requests, in connection
with the hiring or retention of an
employee, the issuance of a security
clearance, the reporting of an
investigation or an employee, the letting
of a contract, or the issuance of a
license, grant, or other benefit by the
requesting agency, to the extent that the
record is relevant and necessary to the
requesting agency’s decision on the
matter.
3. To a Federal agency having the
power to subpoena records, for example,
the Internal Revenue Service or the Civil
Rights Commission, in response to a
subpoena for information contained in
this system of records.
4. To official of labor organizations
recognized under 5 U.S.C. Chapter 71
when relevant and necessary to their
duties of exclusive representation
concerning personnel policies, practices
and matters affecting conditions of
employment.
5. To contractors for the purpose of
collecting, analyzing, aggregating or
otherwise refining records in this
system. The contractor shall be required
to maintain Privacy Act safeguards with
respect to such records.
6. To the Office of Personnel
Management, the Merit Systems
Protection Board, or the Office of the
Special Counsel when information is
requested in connection with appeals,
special studies of the civil service and
other merit systems, review of those
agencies’ rules and regulations,
investigation of alleged or possible
prohibited personnel practices, and for
such other function of these agencies as
may be authorized by law, e.g., 5 U.S.C.
1205 and 1206.
7. To the Equal Employment
Opportunity Commission when
requested in connection with
investigations into alleged or possible
discriminatory practices in the Federal
sector, examination of Federal
affirmative employment programs,
compliance by Federal agencies with
the Uniform Guidelines on Employee
Selection Procedures, or other functions
vested in the Commission.
8. To the Federal Labor Relations
Authority, its General Counsel, the
Federal Mediation and Conciliation
Service, the Federal Service Impasses
Panel, or an arbitrator when information
is requested in connection with
PO 00000
Frm 00072
Fmt 4701
Sfmt 4703
investigations of allegations of unfair
practices, matters before an arbitrator or
the Federal Service Impasses Panel.
9. 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.
10. To the Department of Justice
(DOJ), a court or other tribunal, or
another party before such tribunal,
when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA,
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect SSA or any
of its components, is a party to the
litigation or has an interest in such
litigation, and SSA determines that the
use of such records by DOJ, a court or
other tribunal, or another party before
the tribunal, is relevant and necessary to
the litigation, provided, however, that
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
11. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
12. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
These records are maintained in paper
form (e.g., file folders, binders and
index cards).
RETRIEVABILITY:
These records are retrieved by the
names of EEO counselors and
investigators.
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SAFEGUARDS:
Access to, and use of, these records is
limited to those persons whose official
duties require access. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
These records are maintained up to
one year after the counselor or
investigator ceases to participate in the
volunteer program, at which time they
are destroyed.
Associate Commissioner, Office of
Civil Rights and Equal Opportunity,
6401 Security Boulevard, Room 2200
West High Rise Building, Baltimore,
Maryland 21235–6401.
CONTESTING RECORD PROCEDURES:
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NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
14:26 Jan 10, 2006
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. This procedure is in accordance
with SSA Regulations (20 CFR
401.40(c)).
SYSTEM MANAGER(S) AND ADDRESS(ES):
VerDate Aug<31>2005
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
Jkt 208001
Same as Notification procedures.
Also, requesters should reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, inaccurate,
untimely or irrelevant. This procedure
is in accordance with SSA Regulations
(20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
Information in this system of records
is obtained from individuals to whom
the record pertains, SSA or other
officials, official documents relating to
appointments and case assignments as
counselors and investigators,
correspondence from specific persons or
organizations, formal reports submitted
by the individual in the performance of
official volunteer work.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0255
SYSTEM NAME:
Plans for Achieving Self-Support
(PASS) Management Information
System, Social Security Administration,
Deputy Commissioner for Operations,
Office of Public Service and Operations
Support.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Social Security Administration,
Deputy Commissioner for Operations,
Office of Public Service and Operations
Support, 6401 Security Boulevard,
Baltimore, Maryland 21235.
PO 00000
Frm 00073
Fmt 4701
Sfmt 4703
1867
In addition, Plans for Achieving SelfSupport (PASS) documents may be
temporarily transferred to other
locations within the Social Security
Administration (SSA). Contact the
system manager to inquire about these
addresses.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
This system maintains information on
disabled and blind individuals who are
Supplemental Security Income
applicants or recipients and who have
submitted plans for achieving selfsupport under sections 1612(b)(4)(A),
1612(b)(4)(B), and 1613(a)(4) of the
Social Security Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains the beneficiary’s
name; Social Security number (SSN);
disability diagnosis; occupational
objective; information as to whether the
individual’s plan was developed by a
third party and, if so, the identity of the
third party; if the PASS was
disapproved, terminated or suspended,
the basis for that action; information
relating to his or her earnings and
employment at the beginning and end of
the PASS; the nature and costs of those
goods and services which the individual
has purchased or proposes to purchase
under his or her plan; information about
goods and services actually purchased
with respect to an approved plan; and
information about plans that were not
approved (e.g., the basis for denial of
approval of a plan).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sections 1602, 1612(b)(4)(A),
1612(b)(4)(B), and 1613(a)(4) of the
Social Security Act (42 U.S.C. 1382,
1382a, 1382b).
PURPOSES:
SSA uses the information in the
system for workload control, program
evaluation purposes and to help
determine the number and types of
individuals that are successfully
returning to work as a result of the
PASS.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below. However,
disclosure of any information defined as
‘‘returns or return information’’ under
26 U.S.C. 6103 of the Internal Revenue
Code will not be disclosed unless
authorized by a statute, the Internal
Revenue Service (IRS), or IRS
regulations.
1. To third-party contacts when the
party to be contacted has, or is expected
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to have, information relating to the
individual’s PASS, when:
(a) The individual is unable to
provide the information being sought.
An individual is considered to be
unable to provide certain types of
information when:
(i) He or she is incapable or of
questionable mental capability;
(ii) He or she cannot read or write;
(iii) He or she cannot afford the cost
of obtaining the information;
(iv) He or she has a hearing
impairment, and is contacting SSA by
telephone through a
telecommunications relay system
operator;
(v) A language barrier exists; or
(vi) The custodian of the information
will not, as a matter of policy, provide
it to the individual; or
(b) The data are needed to establish
the validity of evidence or to verify the
accuracy of information presented by
the individual in connection with his or
her PASS; or SSA is reviewing the
information as a result of suspected
abuse or fraud, concern for program
integrity, quality appraisal, or
evaluation and measurement activities.
2. To a congressional office in
response to an inquiry from that office
made at the request of the subject of the
record.
3. To the Department of the Treasury,
Internal Revenue Service, for the
purpose of auditing the Social Security
Administration’s compliance with the
safeguard provisions of the Internal
Revenue Code of 1986, as amended.
4. To the Office of the President for
the purpose of responding to an
individual pursuant to an inquiry
received from that individual or from a
third party on his or her behalf.
5. To a contractor or another Federal
agency, as necessary for the purpose of
assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an SSA function relating
to this system of records.
6. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
7. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal, when:
(a) SSA or any component thereof, or
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14:49 Jan 10, 2006
Jkt 208001
(b) Any SSA employee in his or her
official capacity, or
(c) Any SSA employee in his or her
individual capacity when DOJ (or SSA
when it is authorized to do so) has
agreed to represent the employee, or
(d) The United States or any agency
thereof (when SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components), is a party to the litigation
or has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before the
tribunal, is relevant and necessary to the
litigation, provided, however, that each
case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
8. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are stored in
magnetic media (e.g., computer hard
drives) and on paper. Paper printouts of
these data are made when required for
study. The system also contains
photocopies of benefit application
forms, keyed application forms, and
other claims documentation, when
relevant to the PASS system.
RETRIEVABILITY:
Records are retrieved from the system
by the name or SSN of the individual
who submitted the PASS.
SAFEGUARDS:
Safeguards for automated data have
been established in accordance with the
Systems Security Program Handbook.
This includes maintaining computer
disk packs or other magnetic fields with
personal identifiers in secured storage
areas accessible only to authorized
personnel. SSA employees having
access to the computerized records and
employees of any contractor who may
be utilized to develop and maintain the
software for the automated system will
be notified of criminal sanctions for
unauthorized disclosure of information
PO 00000
Frm 00074
Fmt 4701
Sfmt 4703
about individuals. Also, contracts, if
any, will contain language that
delineates the conditions under which
contractors will have access to data in
the system and the safeguards that must
be employed to protect the data.
Paper documents are stored either in
lockable file cabinets within locked
rooms or in otherwise secured areas.
Access to these records is restricted to
those employees who require them to
perform their assigned duties. Access
https://www.socialsecurity.gov/foia/
bluebook/app_g.htm for additional
information relating to SSA data
security measures.
RETENTION AND DISPOSAL:
Computerized records are maintained
for a period of six years and three
months after the end of the fiscal year
in which final adjudication was made.
Paper records produced for purposes of
studies will be destroyed upon
completion of the study. Photocopies of
forms and documentation will be
destroyed upon approval or denial of
the PASS. Original copies of the forms
and documentation are maintained in
the Claims Folder System, 60–0089.
Means of disposal are appropriate to the
storage medium (e.g., erasure of disks,
shredding of paper records, or transfer
to another system of records).
SYSTEM MANAGER(S) AND ADDRESS(ES):
Associate Commissioner, Office of
Public Service and Operations Support,
Social Security Administration, 6401
Security Boulevard, Baltimore,
Maryland 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
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information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Individuals requesting access to their
records should also reasonably describe
the records they are seeking. These
procedures are in accordance with SSA
Regulations (20 CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Individuals contesting the contents of a
record in the system should also
reasonably describe the record, specify
the information they are contesting and
the corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is untimely, incomplete,
inaccurate, or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
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RECORD SOURCE CATEGORIES:
Information in this system is obtained
from other SSA systems of records such
as the Claims Folder System, 60–0089
and the Supplemental Security Income
Record and Special Veterans Benefits,
60–0103, from information provided by
the beneficiary, and from investigations
conducted by SSA employees relating to
beneficiaries’ PASS activity.
SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
VerDate Aug<31>2005
14:26 Jan 10, 2006
Jkt 208001
1869
SYSTEM NUMBER: 60–0259
IN THE KANSAS CITY REGION (IOWA, KANSAS,
MISSOURI, NEBRASKA):
SYSTEM NAME:
Office of the General Counsel, Chief
Counsel, Region VII, Social Security
Administration, Room 535, 601 East
12th Street, Kansas City, Missouri
64106–2898.
Claims under the Federal Tort Claims
Act and Military Personnel and Civilian
Employees’ Claim Act, Social Security
Administration, Office of the General
Counsel.
IN THE DENVER REGION (COLORADO, MONTANA,
NORTH DAKOTA, SOUTH DAKOTA, UTAH,
WYOMING):
SYSTEM CLASSIFICATION:
None.
SYSTEM LOCATION:
Records are located at the following
Social Security Administration (SSA)
offices:
Office of the General Counsel, Social
Security Administration, Room 617
Altmeyer Building, 6401 Security
Boulevard, Baltimore, Maryland 21235.
IN THE BOSTON REGION (CONNECTICUT, MAINE,
MASSACHUSETTS, NEW HAMPSHIRE, RHODE
ISLAND, VERMONT):
Office of the General Counsel, Chief
Counsel, Region I, Social Security
Administration, John F. Kennedy
Federal Building, Room 625,
Government Center, Boston,
Massachusetts 02203.
IN THE NEW YORK REGION (NEW JERSEY, NEW
YORK, PUERTO RICO, VIRGIN ISLANDS):
Office of the General Counsel, Chief
Counsel, Region II, Social Security
Administration, Room 3904, 26 Federal
Plaza, New York, NY 10278.
IN THE PHILADELPHIA REGION (DELAWARE,
DISTRICT OF COLUMBIA, MARYLAND,
PENNSYLVANIA, VIRGINIA, WEST VIRGINIA):
Office of the General Counsel, Chief
Counsel, Region III, Social Security
Administration, P.O. Box 41777,
Philadelphia, Pennsylvania 19101.
IN THE ATLANTA REGION (ALABAMA, NORTH
CAROLINA, SOUTH CAROLINA, FLORIDA, GEORGIA,
KENTUCKY, MISSISSIPPI, TENNESSEE):
Office of the General Counsel, Chief
Counsel, Region IV, Social Security
Administration, Atlanta Federal Center,
Suite 20T45, 61 Forsyth Street, S.W.,
Atlanta, Georgia 30303–8920.
IN THE CHICAGO REGION (ILLINOIS, INDIANA,
MICHIGAN, MINNESOTA, OHIO, WISCONSIN):
Office of the General Counsel, Chief
Counsel, Region V, Social Security
Administration, 200 West Adams Street,
30th Floor, Chicago, Illinois 60606–
8920.
IN THE DALLAS REGION (ARKANSAS, LOUISIANA,
NEW MEXICO, OKLAHOMA, TEXAS):
Office of the General Counsel, Chief
Counsel, Region VI, Social Security
Administration, Suite 130, 1301 Young
Street, Dallas, Texas 75202–5433.
PO 00000
Frm 00075
Fmt 4701
Sfmt 4703
Office of the General Counsel, Chief
Counsel, Region VIII, Social Security
Administration, Suite 120, Federal
Office Building, 1961 Stout Street,
Denver, Colorado 80294.
IN THE SAN FRANCISCO REGION (AMERICAN
SAMOA, ARIZONA, CALIFORNIA, GUAM, HAWAII,
NEVADA, NORTHERN MARIANNA ISLANDS):
Office of the General Counsel, Chief
Counsel, Region IX, Social Security
Administration, Room 405, 50 United
Nations Plaza, San Francisco, California
94102.
IN THE SEATTLE REGION (ALASKA, IDAHO,
OREGON, WASHINGTON):
Office of the General Counsel, Chief
Counsel, Region X, Social Security
Administration, 701 Fifth Avenue, Suite
2900, M/S 901, Seattle, Washington
98104–7075.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
SSA employees and members of the
public who have a claim against SSA
under the Federal Tort Claims Act, and
SSA employees who have a claim
against SSA under the Military
Personnel and Civilian Employees’
Claim Act. In addition, other
individuals may be mentioned in the
records, such as witnesses to accidents,
attorneys for claimants, insurance
company personnel, police officers, SSA
supervisors who completed forms or
provided information about incidents
relating to a claim, etc.
CATEGORIES OF RECORDS IN THE SYSTEM:
Information that is pertinent to a
claim, such as accident reports,
statements of witnesses, police reports,
medical records and bills, estimates for
repairs to property, insurance policies,
information on vehicle title and
registration, legal analysis of the claim,
final decision on the claim, and
documents pertaining to any subsequent
proceedings, such as reconsideration or
litigation, and vouchers for payment.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Tort Claims Act, 28 U.S.C.
2671–2680, and 1346(b); Military
Personnel and Civilian Employees’
Claims Act, 31 U.S.C. 3721–3723.
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PURPOSE(S):
To process claims filed with the
Agency.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
use as indicated below:
1. To Federal, State and local
government agencies, private
individuals, private and public
hospitals, private attorneys, insurance
companies, individual law enforcement
officers, and other persons or entities
with relevant information for the
purpose of investigating, settling or
adjudicating claims and assisting with
subsequent litigation.
2. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
3. To the Office of the President for
the purpose of responding to an
individual pursuant to an inquiry from
that individual or from a third party on
his/her behalf.
4. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal, when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
5. To a Federal, State or local agency
for law enforcement purposes
concerning a violation of law pertaining
to records in this system.
6. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
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14:26 Jan 10, 2006
Jkt 208001
7. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in paper form
(e.g., file folders) and stored in file
cabinets. Some records may be
maintained on Agency computers.
RETRIEVABILITY:
Records are retrieved by the name of
the claimant and claim number.
SAFEGUARDS:
Office buildings in which these
records are maintained are locked after
the close of business day. These records
are only accessible by General Counsel
staff. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
The records are maintained in the
Office of the General Counsel until final
action is completed on the claims, then
transferred to the Office of the Deputy
Commissioner for Finance, Assessment
and Management where they are stored
for six years. They are disposed of in
accordance with the Federal Records
Act and applicable retention schedules.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Social Security Administration, Office
of the General Counsel, Room 617
Altmeyer Building, 6401 Security
Boulevard, Baltimore, Maryland 21235.
(For additional addresses see Systems
location).
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
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Fmt 4701
Sfmt 4703
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record being sought. These
procedures are in accordance with SSA
Regulations (20 CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
identify the records, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is incomplete, untimely,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
The information in this system comes
from a number of sources, such as claim
forms, accident reports, statements of
witnesses, statements by supervisors in
the case of employee claims, police
reports, medical records, estimates of
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repairs for property damage, insurance
policies, motor vehicle report about the
incident, etc.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0262
Attorney Applicant Files, Social
Security Administration, Office of the
General Counsel.
Office of the General Counsel, Chief
Counsel, Region VIII, Social Security
Administration, Suite 120, Federal
Office Building, 1961 Stout Street,
Denver, Colorado 80294.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Office of the General Counsel, Social
Security Administration, Room 600
Altmeyer Building, 6401 Security
Boulevard, Baltimore, Maryland 21235.
IN THE BOSTON REGION (CONNECTICUT, MAINE,
MASSACHUSETTS, NEW HAMPSHIRE, RHODE
ISLAND, VERMONT):
Office of the General Counsel, Chief
Counsel, Region I, Social Security
Administration, John F. Kennedy
Federal Building, Room 625,
Government Center, Boston,
Massachusetts 02203.
IN THE NEW YORK REGION (NEW JERSEY, NEW
YORK, PUERTO RICO, VIRGIN ISLANDS):
Office of the General Counsel, Chief
Counsel, Region II, Social Security
Administration, Room 3904, 26 Federal
Plaza, New York, NY 10278.
IN THE PHILADELPHIA REGION (DELAWARE,
DISTRICT OF COLUMBIA, MARYLAND,
PENNSYLVANIA, VIRGINIA, WEST VIRGINIA):
Office of the General Counsel, Chief
Counsel, Region III, Social Security
Administration, P.O. Box 41777,
Philadelphia, Pennsylvania 19101.
IN THE ATLANTA REGION (ALABAMA, NORTH
CAROLINA, SOUTH CAROLINA, FLORIDA, GEORGIA,
KENTUCKY, MISSISSIPPI, TENNESSEE):
Office of the General Counsel, Chief
Counsel, Region IV, Social Security
Administration, Atlanta Federal Center,
Suite 20T45, 61 Forsyth Street, SW.,
Atlanta, Georgia 30303–8920.
IN THE CHICAGO REGION (ILLINOIS, INDIANA,
MICHIGAN, MINNESOTA, OHIO, WISCONSIN):
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Office of the General Counsel, Chief
Counsel, Region V, Social Security
Administration, 200 West Adams Street,
30th Floor, Chicago, Illinois 60606–
8920.
IN THE DALLAS REGION (ARKANSAS, LOUISIANA,
NEW MEXICO, OKLAHOMA, TEXAS):
Office of the General Counsel, Chief
Counsel, Region VI, Social Security
Administration, Suite 130, 1301 Young
Street, Dallas, Texas 75202–5433.
14:26 Jan 10, 2006
Jkt 208001
Office of the General Counsel, Chief
Counsel, Region VII, Social Security
Administration, Room 535, 601 East
12th Street, Kansas City, Missouri
64106–2898.
IN THE DENVER REGION (COLORADO, MONTANA,
NORTH DAKOTA, SOUTH DAKOTA, UTAH,
WYOMING):
SYSTEM NAME:
VerDate Aug<31>2005
IN THE KANSAS CITY REGION (IOWA, KANSAS,
MISSOURI, NEBRASKA):
IN THE SAN FRANCISCO REGION (AMERICAN
SAMOA, ARIZONA, CALIFORNIA, GUAM, HAWAII,
NEVADA, NORTHERN MARIANA ISLANDS):
Office of the General Counsel, Chief
Counsel, Region IX, Social Security
Administration, Room 405, 50 United
Nations Plaza, San Francisco, California
94102.
IN THE SEATTLE REGION (ALASKA, IDAHO,
OREGON, WASHINGTON):
Office of the General Counsel, Chief
Counsel, Region X, Social Security
Administration, 701 Fifth Avenue, Suite
2900, M/S 901, Seattle, Washington
98104–7075.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Applicants for attorney positions in
the Office of the General Counsel.
CATEGORIES OF RECORDS IN THE SYSTEM:
The Attorney Applicant system
consists of a variety of records relating
to persons applying for attorney
positions such as resumes, college
transcripts, writing samples,
recommendations from teachers and
former employers, and professional
credentials, etc.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 3301, et seq.
PURPOSE(S):
To maintain current information on
individuals interested in employment as
attorneys with the Office of the General
Counsel.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To a congressional office from the
records of an individual in response to
an inquiry from a congressional office
made at the request of that individual or
from a third party on his or her behalf.
2. To the Office of the President for
responding to an individual pursuant to
an inquiry received from that individual
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1871
or from a third party on his or her
behalf.
3. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal, when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to litigation or
has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
4. To a Federal, State or local agency
for law enforcement purposes
concerning a violation of law pertaining
to the records in this system.
5. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
6. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in paper form
(e.g., file folders) in locked cabinets.
Some records may be maintained on
Agency computers.
RETRIEVABILITY:
Records are retrieved by the name of
the applicant.
SAFEGUARDS:
Office buildings in which files are
kept are secure and these files are only
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IN THE BOSTON REGION (CONNECTICUT, MAINE,
MASSACHUSETTS, NEW HAMPSHIRE, RHODE
ISLAND, VERMONT):
The records are maintained in the
Office of the General Counsel for six
months or, if an applicant requests that
his application be held for a longer time,
for one year. Records are then disposed
of in accordance with the Federal
Records Act and applicable schedules.
information to the requesting
individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
SYSTEM MANAGER(S) AND ADDRESS(ES):
RECORD ACCESS PROCEDURES:
Office of the General Counsel, Social
Security Administration, Room 617
Altmeyer Building, Baltimore, Maryland
21235. (For additional addresses see
Systems location).
Same as Notification procedures.
Requesters should also reasonably
specify the record being sought. These
procedures are in accordance with SSA
Regulations (20 CFR 401.40(c)).
IN THE PHILADELPHIA REGION (DELAWARE,
DISTRICT OF COLUMBIA, MARYLAND,
PENNSYLVANIA, VIRGINIA, WEST VIRGINIA):
NOTIFICATION PROCEDURES:
CONTESTING RECORD PROCEDURES:
accessible to General Counsel Staff and
other Agency employees whose duties
require access. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
rmajette on PROD1PC71 with NOTICES3
RETENTION AND DISPOSAL:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, Social Security number, address,
date of birth and place of birth, along
with one other piece of information,
such as mother’s maiden name) and ask
for his/her consent in providing
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14:26 Jan 10, 2006
Jkt 208001
Same as Notification procedures.
Requesters should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is untimely, incomplete,
inaccurate or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
The information in this system comes
from the applicant, educational
institutions, past employers and records
of interviews with OGC personnel.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
Office of the General Counsel, Chief
Counsel, Region I, Social Security
Administration, John F. Kennedy
Federal Building, Room 625,
Government Center, Boston,
Massachusetts 02203.
IN THE NEW YORK REGION (NEW JERSEY, NEW
YORK, PUERTO RICO, VIRGIN ISLANDS):
Office of the General Counsel, Chief
Counsel, Region II, Social Security
Administration, Room 3904, 26 Federal
Plaza, New York, NY 10278.
Office of the General Counsel, Chief
Counsel, Region III, Social Security
Administration, P.O. Box 41777,
Philadelphia, Pennsylvania 19101.
IN THE ATLANTA REGION (ALABAMA, NORTH
CAROLINA, SOUTH CAROLINA, FLORIDA, GEORGIA,
KENTUCKY, MISSISSIPPI, TENNESSEE):
Office of the General Counsel, Chief
Counsel, Region IV, Social Security
Administration, Atlanta Federal Center,
Suite 20T45, 61 Forsyth Street, SW.,
Atlanta, Georgia 30303–8920.
IN THE CHICAGO REGION (ILLINOIS, INDIANA,
MICHIGAN, MINNESOTA, OHIO, WISCONSIN):
Office of the General Counsel, Chief
Counsel, Region V, Social Security
Administration, 200 West Adams Street,
30th Floor, Chicago, Illinois 60606–
8920.
IN THE DALLAS REGION (ARKANSAS, LOUISIANA,
NEW MEXICO, OKLAHOMA, TEXAS):
Office of the General Counsel, Chief
Counsel, Region VI, Social Security
Administration, Suite 130, 1301 Young
Street, Dallas, Texas 75202–5433.
SYSTEM NUMBER: 60–0274
IN THE KANSAS CITY REGION (IOWA, KANSAS,
MISSOURI, NEBRASKA):
SYSTEM NAME:
Office of the General Counsel, Chief
Counsel, Region VII, Social Security
Administration, Room 535, 601 East
12th Street, Kansas City, Missouri
64106–2898.
Litigation Docket and Tracking
System, Social Security Administration,
Office of the General Counsel.
SECURITY CLASSIFICATION:
IN THE DENVER REGION (COLORADO, MONTANA,
NORTH DAKOTA, SOUTH DAKOTA, UTAH,
WYOMING):
None.
SYSTEM LOCATION:
Records are located at the following
Social Security Administration (SSA)
offices:
Office of the General Counsel, Social
Security Administration, Room 617,
Altmeyer Building, 6401 Security
Boulevard, Baltimore, Maryland 21235.
Each Regional Office will also
maintain information on those cases for
which it is responsible.
PO 00000
Frm 00078
Fmt 4701
Sfmt 4703
Office of the General Counsel, Chief
Counsel, Region VIII, Social Security
Administration, Suite 120, Federal
Office Building, 1961 Stout Street,
Denver, Colorado 80294.
IN THE SAN FRANCISCO REGION (AMERICAN
SAMOA, ARIZONA, CALIFORNIA, GUAM, HAWAII,
NEVADA, NORTHERN MARIANA ISLANDS):
Office of the General Counsel, Chief
Counsel, Region IX, Social Security
Administration, Room 405, 50 United
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Nations Plaza, San Francisco, California
94102.
IN THE SEATTLE REGION (ALASKA, IDAHO,
OREGON, WASHINGTON):
Office of the General Counsel, Chief
Counsel, Region X, Social Security
Administration, 701 Fifth Avenue, Suite
2900, M/S 901, Seattle, Washington
98104–7075.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
The individuals on whom records are
maintained in this system are
individuals who are involved in
litigation with SSA or (in matters within
the jurisdiction of SSA) the United
States as defendants in civil matters
seeking Social Security benefits
payments. In addition, the names of
attorneys representing such individuals
and attorneys to who cases are assigned.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records contain information to
identify: (1) The court cases that SSA is
either involved in or in which it
believes it will, or may, become
involved; (2) the people or groups
involved in each case; (3) the
component within the government to
which each case has been assigned; (4)
the status of the case, including the key
events that occurred; and (5) the type of
benefit claim which is the subject of the
case.
AUTHORITIES FOR MAINTENANCE OF THE SYSTEM:
The authorities for maintaining this
system are the various statutes,
regulations, rules or orders pertaining to
the subject matter of the litigation (e.g.,
the Social Security Act, 42 U.S.C. 405(g)
and 1383(c)).
PURPOSE(S):
To enable the Office of the General
Counsel to: Efficiently and effectively
use its resources in judicial and
administrative proceedings; provide a
research tool that will permit attorneys
to determine when and where certain
litigation occurred; and balance the
attorney workload.
rmajette on PROD1PC71 with NOTICES3
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To, among others, Federal and State
agencies, private individuals, private
attorneys, the United States Attorney
and other Federal officials and agencies
for the purpose of providing status
information on pending litigation and
managing the litigation workload.
2. To any Federal, State or local
agency when the information is relevant
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14:26 Jan 10, 2006
Jkt 208001
to a matter involving the administration
of a Federal, State or local income
program.
3. To a congressional office in
response to an inquiry from that office
made at the request of the subject of the
record.
4. To the Office of the President for
the purpose of responding to an
individual pursuant to an inquiry from
that individual or from a third party on
his/her behalf.
5. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal, when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity when DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to the litigation
or has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
6. To a private firm under contract
with the Social Security Administration
for the purpose of having that firm
convert the records to machine readable
form, or collate, analyze, aggregate or
otherwise refine the information in the
records. The contractor will be required
to maintain Privacy Act safeguards with
respect to such records.
7. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
8. To a Federal, State or local agency
for law enforcement purposes
concerning a violation of law pertaining
to the records in this system.
9. To Federal, State or local law
enforcement agencies and private
security contractors as appropriate, if
information is necessary:
(a) To enable them to protect the
safety of Social Security Administration
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1873
(SSA) employees and customers, the
security of the SSA workplace, and the
operations of SSA facilities, or
(b) To assist in investigation or
prosecutions with respect to activities
that disrupt the operation of SSA
facilities.
10. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information may be stored on a
variety of computer-readable, electronic
media (including disc, mass storage and
magnetic tape) and on paper records
(e.g., docket cards).
RETRIEVABILITY:
The records in this system relating to
litigation in court are retrieved by the
court docket number. Records relating
to a case involving programs
administered by SSA are retrieved by
the Social Security number (SSN) of
each named party to the litigation. All
records in this system are retrieved by
the names of parties, names of the Office
of the General Counsel attorneys
assigned to the cases, and the legal or
programmatic issues involved in the
cases.
SAFEGUARDS:
The buildings where these records are
stored are safeguarded by a variety of
physical security systems which permit
access only by authorized personnel and
authorized visitors escorted by
authorized personnel. The computer
terminals used to access the records are
kept in rooms that are locked during
non-business hours. Electronic records
are protected against unauthorized
access by several password oriented
systems which produce an audit trail of
all attempts (successful and
unsuccessful) to access the records.
Access https://www.socialsecurity.gov/
foia/bluebook/app_g.htm for additional
information relating to SSA data
security measures.
RETENTION AND DISPOSAL:
Records are maintained until the
administrative or judicial proceedings
have ended and for varying periods of
time thereafter, subject to the Federal
Records Act and applicable retention
schedules.
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SYSTEM MANAGER(S) AND ADDRESS(ES):
RECORD ACCESS PROCEDURE:
Office of the General Counsel, Social
Security Administration, Room 617
Altmeyer Building, 6401 Security
Boulevard, Baltimore, Maryland 21235.
(For additional addresses see Systems
location).
Same as Notification procedures.
Also, requesters should reasonably
specify the record contents being
sought. Access will not be provided to
information about materials compiled
for litigation purposes, such as
information about briefs and
recommendations to appeal or not to
appeal, except when such access is
granted by the court. These procedures
are in accordance with SSA Regulations
(20 CFR 401.40(c)).
rmajette on PROD1PC71 with NOTICES3
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
VerDate Aug<31>2005
14:26 Jan 10, 2006
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CONTESTING RECORD PROCEDURE:
Same as Notification procedures. Also
requesters should reasonably identify
the record, specify the information that
is contested and the corrective actions
sought, and the reasons for requesting
the correction, and furnish supporting
evidence to show why the record is not
accurate, timely, complete, relevant or
necessary. These procedures are in
accordance with SSA Regulations (20
CFR 401.65(a)).
RECORD SOURCE CATEGORIES:
The sources for information in this
system include legal pleadings and
other documents, formal and informal
discovery, Federal and State agencies
and the individuals involved in claims
and litigation.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
SYSTEM NUMBER: 60–0275
SYSTEM NAME:
Civil Rights Complaints Filed by
Members of the Public, Social Security
Administration, Office of the General
Counsel.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Records are located at the following
Social Security Administration (SSA)
offices:
Office of the General Counsel, Social
Security Administration, Room 600
Altmeyer Building, 6401 Security
Boulevard, Baltimore, Maryland 21235.
IN THE BOSTON REGION (CONNECTICUT, MAINE,
MASSACHUSETTS, NEW HAMPSHIRE, RHODE
ISLAND, VERMONT):
Office of the General Counsel, Chief
Counsel, Region I, Social Security
Administration, John F. Kennedy
Federal Building, Room 625,
Government Center, Boston,
Massachusetts 02203.
PO 00000
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Fmt 4701
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IN THE NEW YORK REGION (NEW JERSEY, NEW
YORK, PUERTO RICO, VIRGIN ISLANDS):
Office of the General Counsel, Chief
Counsel, Region II, Social Security
Administration, Room 3904, 26 Federal
Plaza, New York, NY 10278.
IN THE PHILADELPHIA REGION (DELAWARE,
DISTRICT OF COLUMBIA, MARYLAND,
PENNSYLVANIA, VIRGINIA, WEST VIRGINIA):
Office of the General Counsel, Chief
Counsel, Region III, Social Security
Administration, P.O. Box 41777,
Philadelphia, Pennsylvania 19101.
IN THE ATLANTA REGION (ALABAMA, NORTH
CAROLINA, SOUTH CAROLINA, FLORIDA, GEORGIA,
KENTUCKY, MISSISSIPPI, TENNESSEE):
Office of the General Counsel, Chief
Counsel, Region IV, Social Security
Administration, Atlanta Federal Center,
Suite 20T45, 61 Forsyth Street, SW.,
Atlanta, Georgia 30303–8920.
IN THE CHICAGO REGION (ILLINOIS, INDIANA,
MICHIGAN, MINNESOTA, OHIO, WISCONSIN):
Office of the General Counsel, Chief
Counsel, Region V, Social Security
Administration, 200 West Adams Street,
30th Floor, Chicago, Illinois 60606–
2898.
IN THE DALLAS REGION (ARKANSAS, LOUISIANA,
NEW MEXICO, OKLAHOMA, TEXAS):
Office of the General Counsel, Chief
Counsel, Region VI, Social Security
Administration, Suite 130, 1301 Young
Street, Dallas, Texas 75202–5433.
IN THE KANSAS CITY REGION (IOWA, KANSAS,
MISSOURI, NEBRASKA):
Office of the General Counsel, Chief
Counsel, Region VII, Social Security
Administration, Room 535, 601 East
12th Street, Kansas City, Missouri
64106–2898.
IN THE DENVER REGION (COLORADO, MONTANA,
NORTH DAKOTA, SOUTH DAKOTA, UTAH,
WYOMING):
Office of the General Counsel, Chief
Counsel, Region VIII, Social Security
Administration, Suite 120, Federal
Office Building, 1961 Stout Street,
Denver, Colorado 80294.
IN THE SAN FRANCISCO REGION (AMERICAN
SAMOA, ARIZONA, CALIFORNIA, GUAM, HAWAII,
NEVADA, NORTHERN MARIANNA ISLANDS):
Office of the General Counsel, Chief
Counsel, Region IX, Social Security
Administration, Room 405, 50 United
Nations Plaza, San Francisco, California
94102.
IN THE SEATTLE REGION (ALASKA, IDAHO,
OREGON, WASHINGTON):
Office of the General Counsel, Chief
Counsel, Region X, Social Security
Administration, 701 Fifth Avenue, Suite
2900, M/S 901, Seattle, Washington
98104–7075.
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CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Members of the public who file civil
rights complaints against SSA, a
component of SSA and/or present or
former SSA employees, alleging
discrimination on the basis of disability,
race, color, national origin, sex, age,
religion, or retaliation in any program or
activity conducted by SSA.
CATEGORIES OF RECORDS IN THE SYSTEM:
Personal identifying information
regarding the member of the public who
filed the civil rights complaint,
complaint docket number, complaint
allegations, information gathered during
the complaint investigation, including
witness interviews from SSA employees
or eyewitnesses to an allegation of
discrimination, findings and results of
the investigation, reconsideration
findings, and correspondence and
telephone contact reports related to the
complaint and investigation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The information collection is
authorized by 5 U.S.C. 301; 29 U.S.C.
791 et. seq.; 42 U.S.C. 902(a)(5), 1304
note. Those statutes require SSA not to
discriminate on the basis of disability
and authorize the Commissioner to
establish policies to prohibit SSA and
SSA employees from discriminating
based upon race, color, national origin,
sex, age, religion, or retaliation in any
program or activity conducted by SSA.
PURPOSE(S):
The file system is designed to store all
civil rights complaints filed by members
of the public, information gathered
during the complaint investigation,
correspondence and telephone contact
reports related to the complaint and
investigation, the findings and results of
all OGC headquarters and regional
complaint investigations,
reconsideration decisions, and for
retrieval of information about civil
rights complaints. Files are maintained
to track civil rights complaints and to
record the findings and results of the
complaint investigations so that OGC
may enforce findings, monitor
compliance, revise internal
administrative procedures, manage and
docket complaints, and provide status
reports.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USE:
Disclosure may be made for routine
uses as indicated below:
1. To the Department of Justice, the
Equal Employment Opportunity
Commission, or other Federal and State
agencies when necessary for the
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administration or enforcement of civil
rights laws or regulations.
2. To a congressional office in
response to an inquiry from that office
made at the request of the subject of the
record.
3. To the Office of the President for
the purpose of responding to an
individual pursuant to an inquiry from
that individual or from a third party on
his or her behalf.
4. To the Department of Justice (DOJ),
a court or other tribunal, or another
party before such tribunal, when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to the litigation
or has an interest in such litigation, and
SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
5. To a Federal, State or local agency
for law enforcement purposes
concerning a violation of law pertaining
to the records in this system.
6. To student volunteers, individuals
working under a personal services
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
Administration (SSA), as authorized by
law, and they need access to personally
identifiable information in SSA records
in order to perform their assigned
Agency functions.
7. To Federal, State and local law
enforcement agencies and private
security contractors as appropriate, if
information is necessary:
(a) To enable them to protect the
safety of Social Security Administration
(SSA) employees and customers, the
security of the SSA workplace, and the
operation of SSA facilities; or
(b) To assist in investigations or
prosecutions with respect to activities
that disrupt the operation of SSA
facilities.
8. To the General Services
Administration and the National
Archives Records Administration
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(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in paper form
(e.g., file folders) in file cabinets. Some
records may be maintained on Agency
computers.
RETRIEVABILITY:
Records are retrieved by name of the
complainant and/or docket number.
SAFEGUARDS:
Office buildings in which these
records are maintained are locked after
the close of the business day. These
records are only accessible by General
Counsel Staff and other Agency
employees for the processing of
complaints or litigation. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
The records are maintained in SSA
headquarters OGC or regional OGC
offices. They are disposed of in
accordance with the Federal Records
Act and applicable retention schedules.
SYSTEM MANAGER(S) AND ADDRESS:
Social Security Administration, Office
of the General Counsel, Office of
General Law, Room 617 Altmeyer
Building, 6401 Security Boulevard,
Baltimore, Maryland 21235. (For
additional addresses see Systems
location).
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager(s) at
the above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification documents sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
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under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
consent in providing information to the
requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
RECORD ACCESS PROCEDURES:
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
identify the records, specify the
information they are contesting and the
correction sought, and the reasons for
the correction, with supporting
justification showing how the record is
incomplete, untimely, inaccurate or
irrelevant. These procedures are in
accordance with SSA Regulations (20
CFR 401.65(a)).
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RECORD SOURCE CATEGORIES:
Complaint and information filed with
SSA by, or on behalf of, the individual
complainant, witnesses, SSA
employees, telephone contact reports,
complainant’s attorney, and the alleged
discriminator.
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This system is exempt from certain
provisions of the Privacy Act under 5
U.S.C. 552a(k)(2). Pursuant to SSA
regulations at 20 CFR 401.85(b)(2)(ii)(E),
this system is exempt from the
following subsections of the Privacy
Act: (c)(3), (d)(1)–(4), (e)(4)(G), (H), and
(I), and (f).
SYSTEM NUMBER: 60–0290
SYSTEM NAME:
Social Security Administration’s
Customer PIN/Password (PPW) Master
File System, Social Security
Administration, Deputy Commissioner
for Disability and Income Security
Programs.
SECURITY CLASSIFICATION:
SYSTEM LOCATION:
Social Security Administration, Office
of Systems, 6401 Security Boulevard,
Baltimore, Maryland, 21235.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
All Social Security Administration
(SSA) customers (applicants,
beneficiaries and other customers) who
elect to conduct transactions with SSA
in an electronic business environment
that requires the PPW infrastructure.
This may include customers who elect
to block PPW access to SSA electronic
transactions by requesting SSA to
disable their PPW capabilities.
The information maintained in this
system of records is collected from
customers who elect to conduct
transactions with SSA in an electronic
business environment that requires the
PPW infrastructure. The information
maintained includes identifying
information such as the customer’s
name, Social Security number (SSN)
(which functions as the individual’s
personal identification number (PIN)
and mailing address. The system also
maintains the customer’s Password
Request Code (PRC), the password itself
and the authorization level and
associated data (e.g., effective date of
authorization).
We also maintain transactional data
elements necessary to administer and
maintain the PPW infrastructure. These
include access profile information such
as blocked PINs, failed access data,
effective date of password and other
data linked to the required
authentication processes for Internet
and automated telephone system
applications. The information on this
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system may also include archived
transaction data and historical data.
SSA will also use the data in the
proposed system for management
information purposes in order to
effectively administer the PPW
infrastructure used to conduct
electronic business with SSA customers.
Because we will maintain and retrieve
data from the proposed system of
records by the customer’s SSN (which
acts as the individual’s PIN), the
database will constitute a ‘‘system of
records’’ under the Privacy Act.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 205(a) of the Social Security
Act (42 U.S.C. 405), 5 U.S.C.
552a(e)(10), and the Government
Paperwork Elimination Act.
PURPOSE(S):
None.
CATEGORIES OF RECORDS IN THE SYSTEM:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulation (20
CFR 401.40(c)).
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SYSTEM EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
The Customer PPW Master File
System maintains information collected
for use in connection with SSA’s
implementation of a PIN/Password
system that allows Social Security
program applicants, beneficiaries, and
other customers to conduct business
with SSA in an electronic business
environment. The system of records is
designed to permit entry and retrieval of
information associated with maintaining
a PPW infrastructure that supports
SSA’s electronic initiatives requiring a
PPW entry process.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Disclosure may be made for routine
uses as indicated below:
1. To the Office of the President for
the purpose of responding to an
individual pursuant to an inquiry
received from that individual or from a
third party on his or her behalf.
2. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
3. To the Department of Justice (DOJ),
a court or other tribunal or another party
before such tribunal when:
(a) The Social Security
Administration (SSA), or any
component thereof; or
(b) Any SSA employee in his/her
official capacity; or
(c) Any SSA employee in his/her
individual capacity where DOJ (or SSA
where it is authorized to do so) has
agreed to represent the employee; or
(d) The United States or any agency
thereof where SSA determines that the
litigation is likely to affect the
operations of SSA or any of its
components, is a party to the litigation
or has an interest in such litigation, and
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SSA determines that the use of such
records by DOJ, a court or other
tribunal, or another party before such
tribunal, is relevant and necessary to the
litigation, provided, however, that in
each case, SSA determines that such
disclosure is compatible with the
purpose for which the records were
collected.
4. To contractors and other Federal
agencies, as necessary, for the purpose
of assisting the Social Security
Administration (SSA) in the efficient
administration of its programs. We will
disclose information under this routine
use only in situations in which SSA
may enter into a contractual or similar
agreement with a third party to assist in
accomplishing an agency functions
relating to this system of records.
5. To the General Services
Administration and the National
Archives Records Administration
(NARA) under 44 U.S.C. 2904 and 2906,
as amended by the NARA Act of 1984,
information which is not restricted from
disclosure by Federal law for the use of
those agencies in conducting records
management studies.
6. To the Secretary of Health and
Human Services or to any State, the
Commissioner shall disclose any record
or information requested in writing by
the Secretary for the purpose of
administering any program
administered by the Secretary, if records
or information of such type were so
disclosed under applicable rules,
regulations and procedures in effect
before the date of enactment of the
Social Security Independence and
Program Improvements Act of 1994.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Data are stored in electronic and
paper form.
RETRIEVABILITY:
Records in this system are indexed
and retrieved by SSN (which acts as the
individual’s PIN).
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SAFEGUARDS:
Security measures include computer
firewall technology, data encryption and
other systems security measures to
ensure that the PPW system is protected
from inappropriate access. The existing
SSA firewall architecture ensures that
customers are limited only to electronic
transactions the Agency determines and
will not be able to access SSA’s other
systems or data.
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Security measures also include the
use of access codes to enter the database
and storage of the electronic records in
secured areas which are accessible only
to employees who require the
information in performing their official
duties. The paper records that result
from the data base site are kept in
locked cabinets or in otherwise secure
areas. Contractor personnel having
access to data in the system of records
are required to adhere to SSA rules
concerning safeguards, access, and use
of, the data. SSA personnel having
access to the data on this system are
informed of the criminal penalties of the
Privacy Act for unauthorized access to
or disclosure of information maintained
in this system of records. Access https://
www.socialsecurity.gov/foia/bluebook/
app_g.htm for additional information
relating to SSA data security measures.
RETENTION AND DISPOSAL:
PPW information maintained in this
system is retained until notification of
the death of the account holder plus
seven years. Means of disposal is
appropriate to storage medium (e.g.,
deletion of individual records from the
data base when appropriate or
shredding of paper records that are
produced from the system).
SYSTEM MANAGER(S) AND ADDRESS(ES):
Social Security Administration,
Associate Commissioner, Office of
Income Security Programs, 6401
Security Boulevard, Baltimore,
Maryland, 21235.
NOTIFICATION PROCEDURES:
An individual can determine if this
system contains a record about him/her
by writing to the system manager at the
above address and providing his/her
name, SSN or other information that
may be in the system of records that will
identify him/her. An individual
requesting notification of records in
person should provide the same
information, as well as provide an
identity document, preferably with a
photograph, such as a driver’s license or
some other means of identification. If an
individual does not have any
identification document sufficient to
establish his/her identity, the individual
must certify in writing that he/she is the
person claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense.
If notification is requested by
telephone, an individual must verify
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1877
his/her identity by providing identifying
information that parallels information in
the record to which notification is being
requested. If it is determined that the
identifying information provided by
telephone is insufficient, the individual
will be required to submit a request in
writing or in person. If an individual is
requesting information by telephone on
behalf of another individual, the subject
individual must be connected with SSA
and the requesting individual in the
same phone call. SSA will establish the
subject individual’s identity (his/her
name, SSN, address, date of birth and
place of birth, along with one other
piece of information, such as mother’s
maiden name) and ask for his/her
permission in providing access by
telephone to the requesting individual.
If a request for notification is
submitted by mail, an individual must
include a notarized statement to SSA to
verify his/her identity or must certify in
the request that he/she is the person
claimed to be and that he/she
understands that the knowing and
willful request for, or acquisition of, a
record pertaining to another individual
under false pretenses is a criminal
offense. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c).)
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
specify the record contents being
sought. These procedures are in
accordance with SSA Regulations (20
CFR 401.40(c)).
CONTESTING RECORD PROCEDURES:
Same as Notification procedures.
Requesters should also reasonably
identify the record, specify the
information they are contesting and the
corrective action sought, and the
reasons for the correction, with
supporting justification showing how
the record is untimely, incomplete,
inaccurate, or irrelevant. These
procedures are in accordance with SSA
Regulations (20 CFR 401.65(a))
RECORD SOURCE CATEGORIES:
Data for the system are obtained
primarily from the individuals to whom
the record pertains.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
[FR Doc. 06–112 Filed 1–10–06; 8:45 am]
BILLING CODE 4191–02–P
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]]>Agencies
[Federal Register Volume 71, Number 7 (Wednesday, January 11, 2006)]
[Notices]
[Pages 1796-1877]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 06-112]
[[Page 1795]]
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Part II
Social Security Administration
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Privacy Act of 1974, as Amended; New and Revised Privacy Act Systems of
Records and Deletion of Obsolete Systems of Records; Notice
Federal Register / Vol. 71, No. 7 / Wednesday, January 11, 2006 /
Notices
[[Page 1796]]
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SOCIAL SECURITY ADMINISTRATION
Privacy Act of 1974, as Amended; New and Revised Privacy Act
Systems of Records and Deletion of Obsolete Systems of Records
AGENCY: Social Security Administration (SSA).
ACTION: New and altered systems of records, new routine uses, deletion
of obsolete systems of records, revisions, and general housekeeping
changes to system of records.
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SUMMARY: In accordance with 5 U.S.C. 552a(e)(4) and (e)(11), we are
issuing public notice of our intent to:
(a) Establish new and altered systems of records,
(b) Establish new routine use disclosures,
(c) Delete obsolete systems of records, and
(d) Make general housekeeping and editorial changes to SSA systems
of records.
We invite public comment on these proposals.
DATES: We filed a report of the proposed new and altered systems of
records and new routine uses with the Chairman of the Senate Committee
on Homeland Security and Governmental Affairs, the Chairman of the
House Committee on Government Reform, and the Director, Office of
Information and Regulatory Affairs, Office of Management and Budget
(OMB) on December 23, 2005. The proposed new and altered systems of
records and routine uses will become effective on February 1, 2006,
unless we receive comments warranting them not to become effective.
ADDRESSES: Interested individuals may comment on this publication by
writing to the Executive Director, Office of Public Disclosure, Social
Security Administration, 3-A-6 Operations Building, 6401 Security
Boulevard, Baltimore, Maryland 21235-6401. All comments received will
be available for public inspection at the above address.
FOR FURTHER INFORMATION CONTACT: Mr. Willie J. Polk, Lead Social
Insurance Specialist, Strategic Issues Team, Office of Public
Disclosure, Office of the General Counsel, Social Security
Administration, 3-A-2 Operations Building, 6401 Security Boulevard,
Baltimore, Maryland 21235, telephone (410) 965-1753; e-mail:
willie.j.polk@ssa.gov.
SUPPLEMENTARY INFORMATION:
I. Proposed New Systems of Records
A. Systems of Records Adopted From the Department of Health and Human
Services (HHS)
Under provisions of the Social Security Independence and Program
Improvements Act of 1994 (Pub. L. 103-296), the Social Security
Administration (SSA) became a separate Agency independent of HHS in
1995. Prior to becoming independent of HHS, SSA operated under a number
of Privacy Act systems of records that applied HHS-wide to all HHS
components, including SSA. Pursuant to section 106(b) of the
legislation, we have continued to operate under those systems of
records to date. However, because we have acquired the functions that
were covered by some of the HHS systems of records, we have adopted
these systems of records as our own. We have made conforming changes to
the systems of records to identify them as new SSA systems of records.
These notices of systems of records are:
1. Safety Management Information System (SSA Accident Injury and
Illness Reporting System), 60-0228 (formerly 09-90-0005, Safety
Management Information System (HHS) Accident Injury and Illness
Reporting System)
2. SSA Parking Management Record System, 60-0230 (formerly 09-90-
0023, Departmental Parking Control Policy and Records System)
3. Financial Transactions of SSA Accounting and Finance Offices, 60-
0231 (formerly 09-90-0024, Financial Transactions of HHS Accounting
and Finance Offices)
4. Central Registry of Individuals Doing Business with SSA (Vendor
File), 60-0232 (formerly 09-90-0025, Central Registry of Individuals
Doing Business with HHS (Vendor File))
5. Employee Assistance Program (EAP) Records, 60-0234 (formerly 09-
90-0010)
6. Employee Development Program Records, 60-0236 (formerly 09-90-
0012, Executive Development Records)
7. Employees' Medical Records, 60-0237 (formerly 09-90-0013, Federal
Employee's Occupational Health Program Records)
8. Pay, Leave and Attendance Records, 60-0238 (formerly 09-90-0017,
Pay, Leave and Attendance Records)
9. Personnel Records in Operating Offices, 60-0239 (formerly 09-90-
0018 Personnel Records in Operating Offices)
10. Employee Suggestion Program Records, 60-0241 (formerly 09-90-
0036)
11. Administrative Grievances Filed Under Part 771 of 5 CFR, 60-0244
(formerly 09-90-0014, Grievances filed under part 771 of 5 CFR)
12. Negotiated Grievance Procedures, 60-0245 (formerly 09-90-0015,
Grievance Records Filed Under Procedures Established by Labor-
Management Negotiations)
13. EEO Counselor and Investigator Personnel Records, 60-0250
(formerly 09-90-0022, Volunteer EEO Support Personnel Records)
14. Claims Under the Federal Tort Claims Act and Military Personnel
and Civilian Employees' Claims Act, 60-0259, (formerly 09-90-0062,
Administrative Claims)
15. Attorney Applicant Files, 60-0262, (formerly 09-90-0066, OGC
Attorney Applicant Files)
16. Litigation Docket and Tracking System, 60-0274 (formerly 09-90-
9999, Automated Litigation Tracking System)
17. Civil Rights Complaints Filed by Members of the Public, 60-0275,
(formerly 09-90-0051, Complaint Files and Logs)
B. New SSA Privacy Act System of Records
We are combining two separate systems of records, the
Administrative Law Judge Docket, 60-0008 and the Hearing Office Master
Docket of Claimant Cases, 60-0184, into a single system of records, the
Hearing Office Tracking System (HOTS) of Claimant Cases, 60-0010. We
will use HOTS for the same purposes for which we used Administrative
Law Judge Docket, 60-0008, and Hearing Office Master Docket of Claimant
Cases, 60-0184. We are deleting the notices of the two systems of
records (see section II.1. below.)
II. Proposed Alterations to Existing SSA Privacy Act Systems of Records
We are making alterations to the following systems of records as
discussed below.
1. Master Files of Social Security Number (SSN) Holders and SSN
Applications, 60-0058. We are expanding the ``Categories of records in
the system'' to indicate that codes pertaining to SSNs assigned under
certain conditions are maintained.
2. Earnings Recording and Self-Employment Income System, 60-0059.
We are making the following changes:
Expanding the ``Categories of records in the system'' to
include information about individuals who apply for a certificate of
coverage exempting them from coverage and taxes under the social
security system of a foreign country, as provided in a Social Security
agreement between the United States and that foreign country.
Expanding the ``Purpose(s)'' section of the notice of this
system of records to reflect that in connection with the issuance of
certificates of coverage, information in this system of records is
used: (1) To determine whether an individual who requests a certificate
of coverage, establishing a foreign coverage exemption under a Social
Security agreement, has been issued one or more certificates in the
past; and (2) to respond to inquiries concerning a worker's Social
Security coverage status
[[Page 1797]]
from an appropriate agency in a country which has a Social Security
agreement with the United States.
Adding two new routine use disclosures (see discussion in
section III.A., items 1. and A.2. below).
3. Automated Document Control and Retrieval System, 60-0002. We are
changing the ``System name'' from Automated Document Control and
Retrieval System to Optical System for Correspondence Analysis and
Response.
III. Proposed New and Revised Routine Use Disclosures
A. Discussion of Proposed Routine Uses
We are proposing to establish new routine use disclosures of
information that will be maintained in the systems of records discussed
below.
1. To the Department of Housing and Urban Development (HUD) in
accordance with 26 U.S.C. 6103(l)(7), upon written request, tax return
information (e.g., information with respect to wages, net earnings from
self-employment, and payments of retirement income which have been
disclosed to the Social Security Administration), for use by HUD in an
initial or periodic review of the income of an applicant or participant
in any HUD housing assistance program.
This proposed routine use disclosure is applicable to the Earnings
Recording and Self-Employment Income System, 60-0059. Section
6103(l)(7) of the Internal Revenue Code requires the Commissioner of
Social Security, upon written request, to disclose tax return
information to HUD for the purposes stated above. These disclosures
will allow HUD to confirm the accuracy of tenant-reported income when
determining applicant and participant eligibility for, and level of,
housing assistance benefits.
2. To any source that has, or is expected to have, information that
SSA needs in order to establish or verify a person's eligibility for a
certificate of coverage under a Social Security agreement authorized by
section 233 of the Social Security Act.
This proposed routine use disclosure is applicable to the Earnings
Recording and Self-Employment Income System, 60-0059. When determining
an individual's eligibility for a certificate of coverage under a
Social Security agreement authorized by section 233 of the Social
Security Act, SSA must be able to contact appropriate sources, as
necessary, for information relating to the issuance of certificates of
coverage.
3. To contractors and other Federal agencies, as necessary, for the
purpose of assisting the Social Security Administration (SSA) in the
efficient administration of its programs. We will disclose information
under this routine use only in situations in which SSA may enter into a
contractual or similar agreement with a third party to assist in
accomplishing an agency function relating to this system of records.
This proposed routine use disclosure is applicable to the Financial
Transactions of SSA Accounting and Finance Offices, 60-0231, and the
Central Registry of Individuals Doing Business with SSA (Vendor File),
60-0232. SSA occasionally contracts out certain of its functions when
this would contribute to effective and efficient operations. SSA must
be able to give a contractor whatever information the Agency can
legally provide in order for the contractor to fulfill its duties. In
these situations, safeguards are provided in the contract prohibiting
the contractor from using or disclosing the information for any purpose
other than that described in the contract.
4. To Federal, State, and local law enforcement agencies and
private security contractors, as appropriate, information necessary:
To enable them to protect the safety of Social Security
Administration (SSA) employees and customers, the security of the SSA
workplace and the operation of SSA facilities; or
To assist investigations or prosecutions with respect to
activities that affect such safety and security or activities that
disrupt the operation of SSA facilities.
This proposed routine use disclosure is applicable to the
Assignment and Correspondence Tracking (ACT) System, 60-0001. We will
disclose information under the routine use to law enforcement agencies
and private security contractors when the information is needed to
investigate, prevent, or respond to activities that jeopardize the
security and safety of SSA customers, employees or workplaces or that
otherwise disrupt the operation of SSA facilities. Information would
also be disclosed to assist in the prosecution of persons charged with
violating Federal or local law in connection with such activities.
5. To the Office of the President for the purpose of responding to
an individual pursuant to an inquiry received from that individual or
from a third party on his/her behalf.
This proposed routine use disclosure is applicable to the
Assignment and Correspondence Tracking (ACT) System, 60-0001. We will
disclose information under this routine use only in situations in which
an individual may contact the Office of the President, seeking that
Office's assistance in a matter relating to the Assignment and
Correspondence Tracking (ACT) System. Information will be disclosed
when the Office of the President makes an inquiry and indicates that it
is acting on behalf of the individual whose record is requested.
6. To the Department of Treasury to:
Find out whether or not the individual has a delinquent
tax account for the purpose of determining the individual's
creditworthiness for the loan in question under the Internal Revenue
Code (26 U.S.C. 6103(l)(3)(A)-(C)), and
Assist SSA in recovering the collection of delinquent
administrative debts through Administrative Wage Garnishment (AWG) (31
U.S.C. 3720D) via the Treasury Cross Servicing program as authorized by
the Debt Collection Improvement Act of 1996.
This proposed routine use is a revision of existing routine use
numbered 11 that is applicable to the system of records entitled
Financial Transactions of SSA Accounting and Finance Offices, 60-0231.
The revised routine use will allow the disclosure of information to the
Department of Treasury to assist SSA in collecting delinquent
administrative debts from the wages of debtors in the private sector.
7. To the Secretary of Health and Human Services or to any State,
the Commissioner shall disclose any record or information requested in
writing by the Secretary for the purpose of administering any program
administered by the Secretary, if records or information of such type
were so disclosed under applicable rules, regulations and procedures in
effect before the date of enactment of the Social Security Independence
and Program Improvements Act of 1994.
This proposed routine use in compliance with section 704(e)(1)(B)
of the Social Security Independence and Program Improvements Act of
1994, which mandates certain disclosures to HHS components. This
routine use is applicable to the following systems of records:
Optical System for Correspondence Analysis and Response,
60-0002
Storage of Hearing Records: Tape Cassettes and Audiograph
Discs, 60-0006
Listing and Alphabetical Name File (Folder) of Vocational
Experts, Medical Experts, and Other Health Care Professional and/or
Non-Health Care Professional Experts (Medicare), 60-0012
Records of Usage of Medical Experts, Vocational Experts,
and Other
[[Page 1798]]
Health Care Professional and/or Non-Health Care Professional Experts
(Medicare), 60-0013
National Disability Determination Services (NDDS) File,
60-0044
Disability Determination Service Consultants File, 60-0046
Completed Determination Record--Continuing Disability
Determinations, 60-0050
Master Files of Social Security Number (SSN) Holders and
SSN Applications, 60-0058
Earnings Recording and Self-Employment Income System, 60-
0059
Congressional Inquiry File, 60-0077
Public Inquiry Correspondence File, 60-0078
Master Beneficiary Record, 60-0090
Supplemental Security Income Record and Special Veterans
Benefits, 60-0103
Non-Contributory Military Service Reimbursement System,
60-0118
Disability Insurance and Supplemental Security Income
Demonstration Projects and Experiments System, 60-0218
Representative Disqualification/Suspension Information
System, 60-0219
Vocational Rehabilitation Reimbursement Case Processing
System, 60-0221
Master Representative Payee File, 60-0222
Personnel Records in Operating Offices, 60-0239
Plans for Achieving Self-Support (PASS) Management
Information System, 60-0255 (formerly 05-009)
Social Security Administration's Customer PIN/Password
(PPW) Master File System, 60-0290
B. Compatibility of Proposed Routine Uses
The Privacy Act (5 U.S.C. 552a(b)(3)) and our disclosure
regulations (20 CFR part 401) permit us to disclose information under a
published routine use for a purpose which is compatible with the
purpose for which we collected the information. Section 401.150(c) of
SSA's regulations permits us to disclose information under a routine
use where necessary to assist in carrying out SSA programs or other
government programs that have the same purposes as SSA programs.
Section 401.120 of SSA's regulations provides that we will disclose
information when a law specifically requires the disclosure. The
proposed routine uses are appropriate and meet the relevant statutory
and regulatory criteria.
IV. Housekeeping Revisions to Systems of Records
1. Commissioner's Correspondence File, 60-0001. We are changing the
``System name'' from Commissioner's Correspondence File to Assignment
and Correspondence Tracking System (ACT) and revising the language in
the ``Categories of individuals covered by the system'' to read ``Any
individual or entity'' rather than ``person or group.''
2. Extramural Surveys (Statistics) System, 60-0199 and the
Disability Insurance and Supplemental Security Income Demonstration
Projects and Experiments System, 60-0218. We are changing the ``System
manager(s)'' from the Office of Policy, Office of Research, Evaluation
and Statistics to the Deputy Commissioner for Disability and Income
Security Programs, Office of Program Development and Research.
3. Listing and Alphabetical Name File (Folder) of Vocational
Experts and Medical Advisors, 60-0012. We are changing the ``System
name'' from Listing and Alphabetical Name File (Folder) of Vocational
Experts and Medical Advisors to Listing and Alphabetical Name File
(Folder) of Vocational Experts, Medical Experts, and Other Health Care
Professional and/or Non-Health Care Professional Experts (Medicare).
4. Records of Usage of Medical Advisors and Vocational Experts, 60-
0013. We are changing the ``System name'' from Records of Usage of
Medical Advisors and Vocational Experts to Records of Usage of Medical
Experts, Vocational Experts, and Other Health Care Professional and/or
Non-Health Care Professional Experts (Medicare).
5. Representative Disqualification/Suspension Information System,
60-0219. We are changing the ``System manager(s)'' from the Office of
Disability and Income Security Programs, Office of Hearings and Appeals
to the Office of the General Counsel.
6. Disability Determination Service Processing File, 60-0044. We
are making the following changes:
Changing the ``System name'' from Disability Determination
Service Processing File to National Disability Determination Services
(NDDS) File;
Revising the ``System location'' to show SSA, Office of
Systems as the appropriate address of the system location;
Deleting the reference and citation to ``BL (Black Lung)
benefits'' from the ``Categories of individuals covered by the
system,'' ``Authority for maintenance of the system,'' and
``Purpose(s)'' sections of the notice of the system of records;
Revising the ``Categories of records in the system'' to
clarify that in addition to the names and titles of persons making or
reviewing the determination on a claim, we also maintain the SSNs of
the DDS personnel;
Clarifying the language in the ``Purpose(s)'' section to
read as follows: The records are used primarily for processing Social
Security Title II disability insurance (DI) and Title XVI Supplemental
Security Income (SSI) disability for detecting and correcting
deficiencies and problems involved in case processing, to track case
movement through the DDS, to respond to inquiries on case status, and
to provide recurring and one-time management information; and
Updating the ``Policies and practices for storing,
retrieving, accessing, retaining and disposing of records in the
system'' section to reflect current storage, retention, and disposal
practices.
V. General Editorial Changes
In addition to the changes discussed in sections II, III, and IV,
we have made editorial revisions throughout the notices appearing in
this publication to make them accurate and up-to-date.
VI. Deletion of Obsolete Systems of Records
Effective with this publication, we are deleting notices for the
following systems of records for the reasons stated.
1. Administrative Law Judge Docket of Claimant Cases, 60-0008 (last
published in its entirety at 47 FR 45596, October 13, 1982); and
Hearing Office Master Docket of Claimant Cases, 60-0184. We have
combined these two systems of records into a single system of records
entitled Hearing Office Tracking System of Claimant Cases, 60-0010 (see
section I.B. above).
2. Personnel Research and Merit Promotion Test Records, 60-0017
(last published in its entirety at 47 FR 45601, October 13, 1982). This
system of records is a duplication of the Office of Personnel
Management system of records, OPM/GOVT-6, Personnel Research and Test
Validation Records. We, therefore, are deleting the notice from
publication.
3. Employee Production and Accuracy Records, 60-0031 (last
published in its entirety at 47 FR 45602, October 13, 1982). This
system of records is obsolete. We, therefore, will dispose of the
records in the system of records and are deleting the notice from
publication.
4. Employee Indebtedness Counseling System, 60-0032 (last published
in its entirety at 47 FR 45603, October 13,
[[Page 1799]]
1982). This system of records is obsolete. We, therefore, will dispose
of the records in the system of records and are deleting the notice
from publication.
5. General Criminal Investigations Files, 60-0037 (last published
in its entirety at 47 FR 45605, October 13, 1982). The functions for
which this system of records was established are now covered by systems
of records maintained by the SSA, Office of the Inspector General.
Therefore, we are deleting the notice from publication.
6. Claims Development Record, 60-0066 (last published in its
entirety at 47 FR 45621, October 13, 1982). The functions for which
this system of records was established are now covered under other SSA
claims related systems of records; e.g., the Claims Folders System, 60-
0089; the Master Beneficiary Record, 60-0090; and Supplemental Security
Income Record and Special Veterans Benefits, 60-0103. Therefore, we are
deleting the notice from publication.
7. Health Insurance Overpayment Ledger Cards, 60-0095 (last
published in its entirety at 47 FR 45631, October 13, 1982). This
system of records is obsolete. We, therefore, will dispose of the
records in the system of records and are deleting the notice from
publication.
8. The National Fraud Case Data Base, 60-0097 (last published in
its entirety at 47 FR 45632, October 13, 1982). This system of records
is obsolete. We, therefore, will dispose of the records in the system
of records and are deleting the notice from publication.
9. Double Check Negotiation (DCN) File (SSI), 60-0111 (last
published in its entirety at 47 FR 45637, October 13, 1982). This
system of records is obsolete. We, therefore, will dispose of the
records in the system of records and are deleting the notice from
publication.
10. Matches of Internal Revenue Service (IRS) and Social Security
Administration (SSA) Data (Joint SSA/Treasury Department, Office of Tax
Analysis, Statistics Development Project), 60-0149 (last published in
its entirety at 47 FR 45642, October 13, 1982). This system of records
is obsolete. We, therefore, will dispose of the records in the system
of records and are deleting the notice from publication.
11. Extramural Research Administrative File, 60-0198, (last
published in its entirety at 47 FR 45647, October 13, 1982). This
system of records is obsolete. We, therefore, will dispose of the
records in the system of records and are deleting the notice from
publication.
12. Supplemental Security Income Quality Initial Claims Review
Process System, 60-0212, (last published in its entirety at 47 FR
45654, October 13, 1982). This system of records is obsolete. We,
therefore, will dispose of the records in the system of records and are
deleting the notice from publication.
13. Telephone Call Receipt System, 60-0223, (last published in its
entirety at 57 FR 29879, July 7, 1992). This system of records is
obsolete. We, therefore, will dispose of the records in the system of
records and are deleting the notice from publication.
14. Vocational Rehabilitation; State Vocational Rehabilitation
Agency Information (VR SVRA) File, 60-0253 (formerly 05-007) (last
published in its entirety at 63 FR 7034, February 11, 1998). This
system of records is obsolete. We, therefore, will dispose of the
records in the system of records and are deleting the notice from
publication.
15. Vocational Rehabilitation; SSA Disability Beneficiaries/
Recipients Eligible for Re-Referral to an Alternate Vocational
Rehabilitation Service Provider (VR Re-Referral) File, 60-0254
(formerly 05-008) (last published in its entirety at 63 FR 7034,
February 11, 1998). This system of records is obsolete. We, therefore,
will dispose of the records in the system of records and are deleting
the notice from publication.
VII. Effect of the Proposed New and Altered Systems of Records and
Proposed Routine Use Disclosures on the Rights of Individuals
We will maintain information in the new and altered systems of
records only as necessary to carry out our official functions under the
Social Security Act and other applicable Federal statutes. Our
maintenance and use of the information are in accordance with the
provisions of the Privacy Act (5 U.S.C. 552a) and SSA's disclosure
regulations (20 CFR part 401). We employ safeguards to protect all
personal information in our possession as well as the confidentiality
of the information. We will disclose information under the routine uses
discussed above only as necessary to accomplish the stated purpose(s).
Thus, we do not anticipate that the new and altered systems of records
and the new routine use disclosures will have an unwarranted adverse
effect on the rights of the individuals to whom they pertain.
Dated: December 23, 2005.
Jo Anne B. Barnhart,
Commissioner.
Index of SSA Privacy Act Systems of Records Appearing in This
Publication
------------------------------------------------------------------------
------------------------------------------------------------------------
60-0001........................... Assignment and Correspondence
Tracking System (ACT).
60-0002........................... Optical System for Correspondence
Analysis and Response.
60-0003........................... Attorney Fee File.
60-0006........................... Storage of Hearing Records: Tape
Cassettes and Audiograph Discs.
60-0010........................... Hearing Office Tracking System of
Claimant Cases.
60-0012........................... Listing and Alphabetical Name File
(Folder) of Vocational Experts,
Medical Experts, and Other Health
Care/Non-Health Care Professionals
Experts (Medicare).
60-0013........................... Records of Usage of Medical Experts,
Vocational Experts, and Other
Health Care/Non-Health Care
Professionals Experts (Medicare).
60-0044........................... National Disability Determination
Services.
60-0046........................... Disability Determination Service
Consultant's File.
60-0050........................... Completed Determination Record--
Continuing Disability
Determinations.
60-0058........................... Master Files of Social Security
Number Holders, and SSN
Applications.
60-0059........................... Earnings Recording and Self-
Employment Income System.
60-0077........................... Congressional Inquiry File.
60-0078........................... Public Inquiry Correspondence File.
60-0090........................... Master Beneficiary Record.
60-0103........................... Supplemental Security Income Record.
60-0118........................... Non-Contributory Military Service
Reimbursement System.
60-0199........................... Extramural Surveys (Statistics).
60-0218........................... Disability Insurance and
Supplemental Security Income
Demonstration Projects and
Experiments System.
60-0219........................... Representative Disqualification/
Suspension Information System.
60-0221........................... Vocational Rehabilitation
Reimbursement Case Processing
System.
60-0222........................... Master Representative Payee File.
[[Page 1800]]
60-0228........................... Safety Management Information
System.
60-0230........................... Social Security Administration
Parking Management Record System.
60-0231........................... Financial Transactions of SSA
Accounting and Finance Offices.
60-0232........................... Central Registry of Individuals
Doing Business with SSA (Vendor
File).
60-0234........................... Employee Assistance Program (EAP)
Records.
60-0236........................... Employee Development Program
Records.
60-0237........................... Employees' Medical Records.
60-0238........................... Pay, Leave and Attendance Records.
60-0239........................... Personnel Records in Operating
Offices.
60-0241........................... Employee Suggestion Program Records.
60-0244........................... Administrative Grievances Filed
Under Part 771 of 5 CFR.
60-0245........................... Negotiated Grievance Procedures.
60-0250........................... EEO Counselor and Investigator
Personnel Records.
60-0255........................... Plans for Achieving Self-Support
(PASS) Management Information
System, SSA/OPB.
60-0259........................... Claims Under the Federal Tort Claims
Act and Military Personnel and
Civilian Employees' Claims Act.
60-0262........................... Attorney Applicant File.
60-0274........................... Litigation Docket and Tracking
System.
60-0275........................... Civil Rights Complaints Filed by
Members of the Public.
60-0290........................... Social Security Administration's
Customer PIN/Password (PPW) Master
File System.
------------------------------------------------------------------------
SYSTEM NUMBER: 60-0001
System name:
Assignment and Correspondence Tracking (ACT) System, Social
Security Administration, Office of the Commissioner.
Security classification:
None.
System Location:
Social Security Administration, Office of the Commissioner, 6401
Security Boulevard, Baltimore, MD 21235.
Categories of individuals covered by the system:
Any individual or entity that makes a request or writes to the
Commissioner of Social Security and receives a direct response from the
Commissioner.
Categories of in the system:
The Commissioner's incoming personal requests and correspondence
and responses to such correspondence.
Authority for maintenance of the system:
Section 205 of the Social Security Act (42 U.S.C. 405).
Purpose(s):
This system is established for tracking incoming correspondence and
reference when replying to subsequent inquiries.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosure may be made for routine uses as indicated below.
However, disclosure of any information defined as ``return or return
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will
not be disclosed unless authorized by a statute, the Internal Revenue
Service (IRS), or IRS regulations.
1. To a congressional office in response to an inquiry from that
office made at the request of the subject of a record.
2. To the Office of the President for the purpose of responding to
an individual pursuant to an inquiry received from that individual or
from a third party on his/her behalf.
3. To the General Services Administration and the National Archives
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended
by the NARA Act of 1984, information which is not restricted from
disclosure by Federal law for the use of those agencies in conducting
records management studies.
4. To the Department of Justice (DOJ), a court or other tribunal,
or another party before such tribunal when:
(a) The Social Security Administration (SSA), or any component
thereof; or
(b) Any SSA employee in his/her official capacity; or
(c) Any SSA employee in his/her individual capacity where DOJ (or
SSA where it is authorized to do so) has agreed to represent the
employee; or
(d) The United States or any agency thereof where SSA determines
that the litigation is likely to affect the operations of SSA or any of
its components, is a party to the litigation or has an interest in such
litigation, and SSA determines that the use of such records by DOJ, a
court or other tribunal, or another party before such tribunal, is
relevant and necessary to the litigation, provided, however, that in
each case, SSA determines that such disclosure is compatible with the
purpose for which the records were collected.
5. To student volunteers, individuals working under a personal
services contract, and other workers who technically do not have the
status of Federal employees, when they are performing work for the
Social Security Administration (SSA), as authorized by law, and they
need access to personally identifiable information in SSA records in
order to perform their assigned Agency functions.
6. To Federal, State, and local law enforcement agencies and
private security contractors, as appropriate, information necessary:
(a) To enable them to protect the safety of Social Security
Administration (SSA) employees and customers, the security of the SSA
workplace and the operation of SSA facilities; or
(b) To assist investigations or prosecutions with respect to
activities that affect such safety and security or activities that
disrupt the operation of SSA facilities.
Policies for storing, retrieving, accessing, retaining, and disposing
of records in the system:
Storage:
Records in this system are stored in paper form and in magnetic
media (e.g., magnetic tape and disc).
Retrievability:
Records in this system are indexed and retrieved by the name of the
correspondent.
Safeguards:
Safeguards for automated records have been established in
accordance with the Systems Security Handbook. This includes
maintaining the records in a secured enclosure attended by security
guards. Anyone entering or leaving the enclosure must have a special
badge issued only to authorized personnel. Access to specific records
in this system is limited to members of the
[[Page 1801]]
Office of the Commissioner. Also, employees are periodically briefed on
Privacy Act requirements and Social Security Administration (SSA)
rules, including the criminal sanctions for unauthorized disclosure of,
or access to, personal records. Access https://www.socialsecurity.gov/
foia/bluebook/app_g.htm for additional information relating to SSA
data security measures.
Retention and disposal:
General correspondence is archived after 3 years. Paper files are
destroyed by shredding when deemed appropriate. Computer files are
archived after 3 years.
System manager(s) and address(es):
Director, Office of Executive Operations, Social Security
Administration, 6401 Security Boulevard, Baltimore, MD 21235.
Notification procedures:
An individual can determine if this system contains a record about
him/her by writing to the system manager(s) at the above address and
providing his/her name, SSN or other information that may be in the
system of records that will identify him/her. An individual requesting
notification of records in person should provide the same information,
as well as provide an identity document, preferably with a photograph,
such as a driver's license or some other means of identification. If an
individual does not have any identification documents sufficient to
establish his/her identity, the individual must certify in writing that
he/she is the person claimed to be and that he/she understands that the
knowing and willful request for, or acquisition of, a record pertaining
to another individual under false pretenses is a criminal offense.
If notification is requested by telephone, an individual must
verify his/her identity by providing identifying information that
parallels information in the record to which notification is being
requested. If it is determined that the identifying information
provided by telephone is insufficient, the individual will be required
to submit a request in writing or in person. If an individual is
requesting information by telephone on behalf of another individual,
the subject individual must be connected with SSA and the requesting
individual in the same phone call. SSA will establish the subject
individual's identity (his/her name, SSN, address, date of birth and
place of birth, along with one other piece of information, such as
mother's maiden name) and ask for his/her consent in providing
information to the requesting individual.
If a request for notification is submitted by mail, an individual
must include a notarized statement to SSA to verify his/her identity or
must certify in the request that he/she is the person claimed to be and
that he/she understands that the knowing and willful request for, or
acquisition of, a record pertaining to another individual under false
pretenses is a criminal offense. These procedures are in accordance
with SSA Regulations (20 CFR 401.40(c)).
Record access procedures:
Same as Notification procedures. Also, requesters should reasonably
specify the record contents being sought. These procedures are in
accordance with SSA Regulations (20 CFR 401.40(c)).
Contesting record procedures:
Same as Notification procedures. Also, requesters should reasonably
identify the record, specify the information they are contesting and
the corrective action sought, and the reasons for the correction, with
supporting justification showing how the record is untimely,
incomplete, inaccurate or irrelevant. These procedures are in
accordance with SSA Regulations (20 CFR 401.65(a)).
Record source categories:
Incoming correspondence and responses to the correspondence.
System exempted from certain provisions of the Privacy Act:
None.
SYSTEM NUMBER: 60-0002
System name:
Optical System for Correspondence Analysis and Response, Social
Security Administration, Deputy Commissioner for Communications, Office
of Public Inquires.
Security classification:
None.
System Location:
Social Security Administration, Office of Public Affairs, Office of
Public Inquiries, 6401 Security Boulevard, Baltimore, MD 21235.
Social Security Administration, Office of Central Operations, Metro
West Building, 300 North Greene Street, Baltimore, MD 21201.
Social Security Administration, Office of Disability Operations,
Security West Building, 1500 Woodlawn Drive, Baltimore, MD 21241.
Social Security Administration, Office of Disability Operations,
Metro West Building, 300 North Greene Street, Baltimore, MD 21201.
Social Security Administration, Office of Hearings and Appeals,
5107 Leesburg Pike, Falls Church, VA 22041.
Categories of individuals covered by the system:
Records are maintained on individuals: (1) Who forward a request
for information to the Social Security Administration (SSA) (or
component thereof); (2) whose requests to members of Congress, the
President, etc., are forwarded to SSA for response; (3) who forward a
request to the Freedom of Information (FOI) Officer at SSA; and (4)
Social Security beneficiaries (or persons inquiring on their behalf)
who are reporting failure to receive a check or checks which they
believe are due or are inquiring about other matters which have been
determined to be of a critical or sensitive nature.
Categories of records in the system:
Information in the records may include the following: name of
claimant (if appropriate); name of individual involved (and Social
Security number (SSN), if given); name of third party inquirer (if
present); type of correspondence; date of correspondence; date received
in SSA component; organizational component having initial
responsibility for the inquiry; Congressperson name or name code (if a
congressional inquiry); any subsequent locations that handle the
inquiry before a final action is taken; address-to-code (official to
whom inquiry is directed); signature code (official whose name will
appear on the reply); computer-generated control number (six or seven
alpha-numerics used to update or retrieve a record); subject matter
codes (up to three that summarize the contents of the inquiry); and
response information (types and dates of SSA's responses).
Authority for maintenance of the system:
Sections 205(a), 1631 and Titles XI and XVIII of the Social
Security Act (42 U.S.C. 405(a) and 1383) and section 413(b) of the
Federal Coal Mine Health and Safety Act, as amended.
Purpose(s):
Information about the inquiries is maintained in this system solely
to aid in the control of correspondence through the various processing
steps. The information may include a scanned copy of the inquiry. This
system is used to control processing of correspondence within the SSA
Central Office complex and the Office of Hearings and Appeals (OHA)
headquarters in Falls Church, Virginia and to provide management
[[Page 1802]]
information regarding the correspondence process.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosure may be made for routine uses as indicated below.
However, disclosure of any information defined as ``return or return
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will
not be disclosed unless authorized by a statute, the Internal Revenue
Service (IRS), or IRS regulations.
1. To a congressional office in response to an inquiry from that
office made at the request of the subject of a record.
2. To the Department of the Treasury to determine if a social
security payment was issued or a check returned for cash.
3. To contractors and other Federal agencies, as necessary, for the
purpose of assisting the Social Security Administration (SSA) in the
efficient administration of its programs. We will disclose information
under this routine use only in situations in which SSA may enter into a
contractual or similar agreement with a third party to assist in
accomplishing an Agency function relating to this system of records.
4. To the General Services Administration and the National Archives
Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as amended
by the NARA Act of 1984, information which is not restricted from
disclosure by Federal law for the use of those agencies in conducting
records management studies.
5. To the Department of Justice (DOJ), a court or other tribunal,
or another party before such tribunal when:
(a) The Social Security Administration (SSA), or any component
thereof; or
(b) Any SSA employee in his/her official capacity; or
(c) Any SSA employee in his/her individual capacity where DOJ (or
SSA where it is authorized to do so) has agreed to represent the
employee; or
(d) The United States or any agency thereof where SSA determines
that the litigation is likely to affect the operations of SSA or any of
its components, is a party to litigation or has an interest in such
litigation, and SSA determines that the use of such records by DOJ, a
court or other tribunal, or another party before such tribunal, is
relevant and necessary to the litigation, provided, however, that in
each case, SSA determines that such disclosure is compatible with the
purpose for which the records were collected.
6. To student volunteers, individuals working under a personal
services contract, and other workers who technically do not have the
status of Federal employees, when they are performing work for the
Social Security Administration (SSA), as authorized by law, and they
need access to personally identifiable information in SSA records in
order to perform their assigned Agency functions.
7. To the Secretary of Health and Human Services or to any State,
the Commissioner shall disclose any record or information requested in
writing by the Secretary for the purpose of administering any program
administered by the Secretary, if records or information of such type
were so disclosed under applicable rules, regulations and procedures in
effect before the date of enactment of the Social Security Independence
and Program Improvements Act of 1994.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
The records are maintained in electronic and paper form.
Retrievability:
The data in this system are retrieved by name, SSN or control
number.
Safeguards:
Safeguards for automated records have been established in
accordance with the Systems Security Handbook. This includes
maintaining the records in a secured enclosure. Access to specific
records is limited to employees who have a need for them in the
performance of their official duties. Paper records are maintained in
locked files or in buildings that are secured after normal business
hours.
Also, all employees periodically are briefed on Privacy Act
requirements and SSA confidentiality rules, including the criminal
sanctions for unauthorized disclosure of or access to personal records.
Access https://www.socialsecurity.gov/foia/bluebook/app_g.htm for
additional information relating to SSA data security measures.
Retention and disposal:
Records are maintained on-line in the system from the time of
control until 13 months after the final response is released.
Electronic records are maintained offline for an additional five years
before being erased. Paper records are disposed of by shredding when
deemed no longer needed.
System manager(s) and address(es):
Social Security Administration, Associate Commissioner, Office of
Public Inquiries, Office of Public Affairs, 6401 Security Boulevard,
Baltimore, MD 21235.
Notification procedures:
An individual can determine if this system contains a record about
him/her by writing to the system manager(s) at the above address and
providing his/her name, SSN or other information that may be in the
system of records that will identify him/her. An individual requesting
notification of records in person should provide the same information,
as well as provide an identity document, preferably with a photograph,
such as a driver's license or some other means of identification, such
as a voter registration card, credit card, etc. If an individual does
not have any identification documents sufficient to establish his/her
identity, the individual must certify in writing that he/she is the
person claimed to be and that he/she understands that the knowing and
willful request for, or acquisition of, a record pertaining to another
individual under false pretenses is a criminal offense.
If notification is requested by telephone, an individual must
verify his/her identity by providing identifying information that
parallels information in the record to which notification is being
requested. If it is determined that the identifying information
provided by telephone is insufficient, the individual will be required
to submit a request in writing or in person. If an individual is
requesting information by telephone on behalf of another individual,
the subject individual must be connected with SSA and the requesting
individual in the same phone call. SSA will establish the subject
individual's identity (his/her name, SSN, address, date of birth and
place of birth, along with one other piece of information, such as
mother's maiden name) and ask for his/her consent in providing
information to the requesting individual.
If a request for notification is submitted by mail, an individual
must include a notarized statement to SSA to verify his/her identity or
must certify in the request that he/she is the person claimed to be and
that he/she understands that the knowing and willful request for, or
acquisition of, a record pertaining to another individual under false
pretenses is a criminal offense. These procedures are in accordance
with SSA Regulations (20 CFR 401.40(c)).
[[Page 1803]]
Record access procedures:
Same as Notification procedures. Also, requesters should reasonably
specify the record contents being sought. These procedures are in
accordance with SSA Regulations (20 CFR 401.40(c)).
Contesting record procedures:
Same as Notification procedures. Also, requesters should reasonably
identify the record, specify the information they are contesting and
the corrective action sought, and the reasons for the correction, with
supporting justification showing how the record is incomplete,
untimely, inaccurate or irrelevant. These procedures are in accordance
with SSA Regulations (20 CFR 401.65(a)).
Record source categories:
Records in this system are derived from inquiries directed to SSA
(or component thereof) from members of the public; individuals or
someone acting on their behalf; the individual's claims record
(maintained in the Claim Folder System, 60-0089); and contacts within
and outside SSA.
Systems exempted from certain provisions of the Privacy Act:
None.
SYSTEM NUMBER: 60-0003
System name:
Attorney Fee File, Social Security Administration, Office of
Hearings and Appeals.
Security classification:
None.
System Location:
Attorney fee information is maintained in Social Security
Administration (SSA), Office of Hearings and Appeals hearing offices,
regional offices and OHA headquarters, as appropriate (contact the
system manager at the address below or access https://
www.socialsecurity.gov/foia/bluebook/app_f.htm for address
information).
When the Administrative Law Judge (ALJ) recommends approval of a
requested fee amount which exceeds $5,000 or when there is a requested
administrative review of fees initially authorized by the ALJ, the
files are maintained by the Regional Chief (RC) ALJ in the appropriate
regional office (see https://www.socialsecurity.gov/foia/bluebook/app_
f.htm for address information).
Attorney fee files relating to requested administrative review of
fees initially authorized by the RC ALJs, as well as those where the
Attorney Fee staff has sole jurisdiction, are maintained at:
Social Security Administration, Office of Hearings and Appeals,
5107 Leesburg Pike, Falls Church, VA 22041.
Categories of individuals covered by the system:
Claimants--Title II (Retirement and Survivors Insurance (RSI) and
Disability Insurance (DI)); Title VIII (Special Veterans Benefits);
Title XI (claimants subject to Professional Standards Review); Title
XVI Supplemental Security Income; and Title XVIII (HI). Effective
October 1, 2005, the Social Security Administration (SSA) only has
jurisdiction to determine eligibility for Title XVIII benefits, not the
benefit amount.
Categories of records in the system:
Attorney Fee/Petition; Fee Agreement; Authorization Order; related
correspondence and case tracking information; and when appropriate,
request for administrative review.
Authority for maintenance of the system:
Sections 205, 1631(d)(1), and 1872 of the Social Security Act, as
amended, and section 413(b) of the Black Lung Benefits Act.
Purpose(s):
Attorney fee files are used in processing attorney fee petitions,
fee agreements, and requests for administrative review, and to respond
to correspondence and other inquiries related to representation of
claimants.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosure may be made for routine uses as indicated below.
However, disclosure of any information defined as ``return or return
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will
not be disclosed unless authorized by a statute, the Internal Revenue
Service (IRS), or IRS regulations.
1. To a congressional office in response to an inquiry from that
office made at the request of the subject of a record.
2. To the Department of Justice (DOJ), a court or other tribunal,
or another party before such tribunal when:
(a) The Social Security Administration (SSA), or any component
thereof; or
(b) Any SSA employee in his/her official capacity; or
(c) Any SSA employee in his/her individual capacity where DOJ (or
SSA where it is authorized to do so) has agreed to represent the
employee; or
(d) The United States or any agency thereof where SSA determines
that the litigation is likely to affect the operations of SSA or any of
its components, is a party to litigation or has an interest in such
litigation, and SSA determines that the use of such records by DOJ, the
court or other tribunal, or another party before such tribunal, is
relevant and necessary to the litigation provided, however, that in
each case, SSA determines that such disclosure is compatible with the
purpose for which the records were collected.
3. To applicants, claimants, beneficiaries (other than the subject
individual), authorized representatives, experts, and other
participants at a hearing to the extent necessary to pursue a claim or
other matter on appeal.
4. To a claimant's representative to the extent necessary to
dispose of a fee petition or fee agreement; except for pre-decisional
deliberative documents, such as analyses and recommendations prepared
for the decision-maker.
5. To the Department of the Treasury, Internal Revenue Service, as
necessary, for the purpose of auditing the Social Security
Administration's compliance with safeguard provisions of the Internal
Revenue Code of 1986, as amended.
6. Information may be disclosed to contractors and other Federal
agencies, as necessary, for the purpose of assisting the Social
Security Administration (SSA) in the efficient administration of its
programs. We will disclose information under this routine use only in
situations in which SSA may enter into a contractual or similar
agreement with a third party to assist in accomplishing an agency
function relating to this system of records.
7. To the General Services Administration and the National Archives
and Records Administration (NARA) under 44 U.S.C. 2904 and 2906, as
amended by the NARA Act of 1984, information which is not restricted
from disclosure by Federal law for the use of those agencies in
conducting records management studies.
8. To student volunteers, individuals working under a personal
services contract, and other workers who technically do not have the
status of Federal employees, when they are performing work for the
Social Security Administration (SSA), as authorized by law, and they
need access to personally identifiable information in SSA records in
order to perform their assigned Agency functions.
[[Page 1804]]
Policies and practices for storing, retrieving, accessing, retaining
and disposing of records in the system:
Storage:
Records are stored either in paper form (e.g., individual case
folders and file control cards) or electronically on disc (the Attorney
Fee case tracking system). The records stored in paper and electronic
files are duplicates. This is a system in transition.
Retrievability:
Records are retrieved by name and Social Security number (SSN).
Safeguards:
System security is maintained in accordance with the Systems
Security Handbook. Access to the Attorney Fee File and electronic case
tracking records is limited to those persons whose official duties
require such access. Control cards are stored in filing containers. The
folders are kept on filing shelves. The paper records are kept in a
secured storage area. All employees are instructed in SSA
confidentiality rules as part of their initial orientation training.
Access https://www.socialsecurity.gov/foia/bluebook/app_g.htm for
additional information relating to SSA data security measures.
Retention and disposal:
Attorney fee file folders are destroyed after 2 years. Control
cards are shredded after 5 years. Any electronic case tracking records
are deleted 5 years after final action was taken.
System manager(s) and address:
Associate Commissioner, Office of Hearings and Appeals, Social
Security Administration, 5107 Leesburg Pike, Falls Church, VA 22041.
Notification procedure:
An individual can determine if this system contains a record about
him/her by writing to the systems manager(s) at the above address and
providing his/her name, SSN or other information that may be in the
system of records that will identify him/her. An individual requesting
notification of records in person should provide the same information,
as well as provide an identity document, preferably with a photograph,
such as a driver's license or some other means of identification, such
as a voter registration card, credit card, etc. If an individual does
not have any identification documents sufficient to establish his/her
identity, the individual must certify in writing that he/she is the
person claimed to be and that he/she understands that the knowing and
willful request for, or acquisition of, a record pertaining to another
individual under false pretenses is a criminal offense.
If notification is requested by telephone, an individual must
verify his/her identity by providing identifying information that
parallels information in the record to which notification is being
requested. If it is determined that the identifying information
provided by telephone is insufficient, the individual will be required
to submit a request in writing or in person. If an individual is
requesting information by telephone on behalf of another individual,
the subject individual must be connected with SSA and the requesting
individual in the same phone call. SSA will establish the subject
individual's identity (his/her name, SSN, address, date of birth and
place of birth, along with one other piece of information, such as
mother's maiden name) and ask for his/her consent in providing
information to the requesting individual.
If a request for notification is submitted by mail, an individual
must include a notarized statement to SSA to verify his/her identity or
must certify in the request that he/she is the person claimed to be and
that he/she understands that the knowing and willful request for, or
acquisition of, a record pertaining to another individual under false
pretenses is a criminal offense. These procedures are in accordance
with SSA Regulations (20 CFR 401.40(c)).
Record access procedures:
Same as Notification procedures. Requesters also should reasonably
specify the record contents they are seeking. These procedures are in
accordance with SSA Regulations (20 CFR 401.40(c)).
Contesting record procedures:
Same as Notification procedures. Requesters also should reasonably
identify the record, specify the information they are contesting and
the corrective action sought, and the reasons for the correction, with
supporting justification showing how the record is incomplete,
untimely, inaccurate or irrelevant. These procedures are in accordance
with SSA Regulations (20 CFR 401.65(a)).
Record source categories:
Information in this system is derived from the claimant, his or her
representative, appropriate members of the public, SSA and other
Federal, State, and local agencies.
Systems exempted from certain provisions of the Privacy Act:
None.
SYSTEM NUMBER: 60-0006
System name:
Storage of Hearing Records: Tape Cassettes, Social Security
Administration, Office of Hearings and Appeals.
Security classification:
None.
System Location:
Social Security Administration, Office of Hearings and Appeals,
5107 Leesburg Pike, Falls Church, Virginia 22041.
Categories of individuals covered by the system:
Claimants--Title II (Retirement and Survivors Insurance (RSI) and
Disability Insurance (DI)); Title VIII (Special Veterans Benefits);
Title XI (claimants subject to Professional Standards Review); Title
XVI Supplemental Security Income; and Title XVIII (HI). Effective
October 1, 2005, the Social Security Administration (SSA) only has
jurisdiction to determine eligibility for Title XVIII benefits, not the
benefit amount.
Categories of records in the system:
Recordings of actual hearings before Administrative Law Judges
(ALJ).
Authority for maintenance of the system:
Sections 205, 1631, and 1872 of the Social Security Act (42 U.S.C.
405, 1383, and 1395ii).
Purpose(s):
The tape cassette or other electronic media, such as the compact
disc (CD), is the basic record of the hearing conducted in an
individual case by the ALJ. It is the source from which the documentary
transcript is prepared. Social Security Administration (SSA) employees
use the information as a reference to respond to subsequent
correspondence and/or further appeal of the claim and to process an
attorney fee petition when appropriate.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Disclosure may be made for routine uses as indicated below.
However, disclosure of any information defined as ``return or return
information'' under 26 U.S.C. 6103 of the Internal Revenue Code will
not be disclosed unless authorized by a statute, the Internal Revenue
Service (IRS), or IRS regulations.
1. To a congressional office in response to an inquiry from that
office made at the request of the subject of a record.
[[Page 1805]]
2. To the Department of Justice (DOJ), a court or other tribunal,
or another party be
