Privacy Act of 1974, as Amended; New System of Records, 16397-16400 [E6-4666]
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Federal Register / Vol. 71, No. 62 / Friday, March 31, 2006 / Notices
SOCIAL SECURITY ADMINISTRATION
Privacy Act of 1974, as Amended; New
System of Records
AGENCY:
Social Security Administration
(SSA).
Proposed new system of records
and proposed routine uses.
ACTION:
SUMMARY: In accordance with the
Privacy Act (5 U.S.C. 552a(e)(4)) and
(e)(11)), we are issuing public notice of
our intent to establish a new system of
records, entitled the Representative
Payee and Beneficiary Survey Data
System, 60–0370, and routine uses
applicable to this system of records.
Hereinafter, we will refer to the
proposed system of records as the
RPBSD system. We invite public
comment on this proposal.
DATES: We filed a report of the proposed
new system of records and proposed
routine use disclosures 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 on March 17,
2006. The proposed system of records
and routine uses will become effective
on April 26, 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, Office of the General
Counsel, Social Security
Administration, Room 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:
Contact Margo Wagner, Social Insurance
Specialist, Disclosure Policy Team,
Office of Public Disclosure, Office of the
General Counsel, Social Security
Administration, in Room 3–A–6
Operations Building, 6401 Security
Boulevard, Baltimore, Maryland 21235–
6401, telephone at (410) 965–1482, email: margo.wagner@ssa.gov.
SUPPLEMENTARY INFORMATION:
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I. Background and Purpose of the
Proposed RPBSD System
A. General Background
The proposed new RPBSD system will
support SSA’s compliance with Section
107 of Pub. L. No. 108–203, the Social
Security Protection Act of 2004, that
amended Section 1110 of the Social
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Security Act (42 U.S.C. 1310) by
mandating SSA to perform a study to
determine how payments made to
representative payees under Title II or
Title XVI of the Social Security Act are
managed and used on behalf of the
beneficiaries of these programs. The
proposed new system will maintain
information collected during the course
of a cross-sectional national survey of
representative payees and a subsample
of beneficiaries. The survey data in this
proposed new system will be the basis
for the mandated study and a
subsequent report outlining the
Agency’s findings and
recommendations for change or further
review of SSA’s representative payment
policies. Information in this system will
also be used for ongoing assessment of
how payments made to representative
payees are managed and used on behalf
of beneficiaries.
B. Collection and Maintenance of the
Data for the RPBSD System
The information that SSA will collect
and maintain in the RPBSD system will
consist of data gathered during a
specific study period to assess SSA’s
representative payee policies. This data
will include identifiable information,
such as name, Social Security number
(SSN) and address of selected
representative payees and beneficiaries
who agree to participate in the
associated survey and other pertinent
information, such as financial account
information related to benefit payments
and information associated with the
representative payee’s particular
responsibilities while acting in that
capacity. We will retrieve information
from the proposed system by using the
individual’s name and/or SSN. Thus,
the RPBSD System will constitute a
system of records under the Privacy Act.
II. Proposed Routine Use Disclosures of
Data Maintained in the Proposed
RPBSD System
A. Proposed Routine Use Disclosures
1. We are proposing to establish
routine uses of information that will be
maintained in the proposed RPBSD
System as discussed below.
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.
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
information contained in this system of
records. Information will be disclosed
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16397
when the Office of the President makes
an inquiry and indicates that it is acting
on behalf of the individual whose
record is requested.
2. To a congressional office in
response to an inquiry from that office
made at the request of the subject of a
record.
We will disclose information under
this routine use only in situations in
which an individual may ask his or her
congressional representative to
intercede in a matter relating to
information contained in this system of
records. Information will be disclosed
when the congressional representative
makes an inquiry and indicates that he
or she is acting on behalf of the
individual whose record is requested.
3. 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
statistical activities as directly related to
this system of records.
We will disclose information under
this routine use only as necessary to
enable a contactor to assist SSA in
accomplishing an Agency function
relating directly to this system of
records.
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 operation 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.
We will disclose information under
this routine use only as necessary to
enable DOJ to effectively defend SSA,
its components or employees in
litigation involving the proposed new
system of records and ensure that courts
and other tribunals have appropriate
information.
5. To student volunteers, individuals
working under a personal service
contract, and other workers who
technically do not have the status of
Federal employees, when they are
performing work for the Social Security
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Federal Register / Vol. 71, No. 62 / Friday, March 31, 2006 / Notices
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.
Under certain Federal statutes, SSA is
authorized to use the service of
volunteers and participants in certain
educational, training, employment and
community service programs. Examples
of such statutes and programs include:
5 U.S.C. 3111 regarding student
volunteers and 42 U.S.C. 2753 regarding
the College Work-Study Program. We
contemplate disclosing information
under this routine use only when SSA
uses the services of these individuals
and they need access to information in
this system to perform their assigned
Agency duties.
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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 that is compatible
with the purpose for which we collected
the information. Section 401.150(c) of
SSA regulations permits us to disclose
information under a routine use where
necessary to carry out SSA programs.
The proposed routine uses will ensure
SSA’s efficient administration of its
programs related to the Agency’s
representative payment policies. Thus,
all routine uses are appropriate and
meet the relevant statutory and
regulatory criteria.
III. Record Storage Medium and
Safeguards for the Information
Maintained in the Proposed RPBSD
System
The proposed new system of records
will maintain information in electronic
and manual forms. Only authorized SSA
and contractor personnel who have a
need for the information in the
performance of their official duties are
permitted access to the information. We
will safeguard the security of the
information by requiring the use of
access codes to enter the computer
system that will maintain the data and
will store computerized records in
secured areas that are accessible only to
employees who require the information
in performing their official duties.
Manually maintained records are kept
in locked cabinets or in otherwise
secure areas.
All SSA personnel receive annual
reminders of the need to protect
personal data to which they have access
for official purposes and are reminded
of the criminal penalties that apply to
unauthorized access to or disclosure of
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personal information. See 5 U.S.C.
552a(i)(1). Furthermore, SSA employees
having access to SSA databases
maintaining personal information must
sign a sanction document annually,
acknowledging their accountability for
making unauthorized access to or
disclosure of such information.
Contractor personnel having access to
data in the proposed system of records
will be required to adhere to SSA rules
concerning safeguards, access and use of
the data.
IV. Effect of the Proposed RPBSD
System on the Rights of Individuals
The proposed RPBSD system consists
of data gathered during a specific period
to assess SSA’s representative payee
policies and prepare a subsequent report
outlining potential recommendations for
change or further review. Participation
in the survey is voluntary and selected
individuals will be given the
opportunity to agree to participate in the
survey or decline to do so. SSA will
adhere to all applicable provisions of
the Privacy Act and other Federal
statutes that govern our use and
disclosure of the information that will
be maintained in the proposed RPBSD
system. Therefore, we do not anticipate
that the proposed system of records will
have any unwarranted adverse effect on
the privacy or other rights of
individuals.
CATEGORIES OF RECORDS IN THE SYSTEM:
Information in this system consists of
data gathered during a specific study
period to assess SSA’s representative
payee policies. This data will include
identifiable information, such as name,
Social Security number (SSN) and
address, and survey information
concerning representative payee and
beneficiary demographic characteristics,
record identifiers, descriptions of
residence and living situations, and
relationship of beneficiaries to the
representative payees. Survey data will
also cover the beneficiary’s financial
account information related to the
representative payee’s responsibilities,
information concerning both the
beneficiary and representative payee’s
knowledge of actual representative
payee duties, and their perceptions of
the beneficiary’s need for this particular
relationship and how these duties are
being performed. Some limited
information such as SSN, monthly
benefit amount and diagnostic codes
from SSA’s administrative records and
from current systems maintaining
information relative to the selection of
representative payees to claimants and
beneficiaries may also be captured in
this system to supplement and
effectively support SSA’s use of the
survey data.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Dated: March 17, 2006.
Jo Anne B. Barnhart,
Commissioner.
Section 107 of Pub. L. No. 108–203,
the Social Security Protection Act of
2004, that amended Section 1110 of the
Social Security Act (42 U.S.C. 1310).
SYSTEM NUMBER: 60–0370
PURPOSE(S):
SYSTEM NAME:
Information in this system will assist
SSA in assessing how payments made to
representative payees, who are not
subject to on-site reviews or other
random reviews under SSA policy or
law, are managed and used on behalf of
the beneficiaries.
Representative Payee and Beneficiary
Survey Data System, Social Security
Administration (SSA)/Office of Income
Security Programs (OISP).
SECURITY CLASSIFICATION:
None.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSE OF SUCH USES:
SYSTEM LOCATION:
Office of Income Support Programs,
Social Security Administration, 6401
Security Boulevard, Baltimore,
Maryland 21235–6401.
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 maintains information
about selected samples of representative
payees and their beneficiaries receiving
benefits under Title II and/or Title XVI
of the Social Security Act.
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Disclosure may be made for routine
uses as indicated below:
1. 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.
2. To a congressional office in
response to an inquiry from that office
made on behalf of a subject of a record.
3. 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
statistical activities as directly related to
this system of records.
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4. To Department of Justice (DOJ), a
court or other tribunal, or another party
before such tribunal when:
a. The Social Security Administration
(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
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,
in locked cabinets or in otherwise
secure areas.
Contractor personnel having access to
data in the system of records will be
required to adhere to SSA rules
concerning safeguards, access and use of
the data.
SSA and contractor personnel having
access to the data in this system will be
informed of the criminal penalties of the
Privacy Act for unauthorized access to,
or disclosure of, information maintained
in this system. See 5 U.S.C. 552a(i)(1).
RETENTION AND DISPOSAL:
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 student volunteers, individuals
working under a personal service
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.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
Survey data will be populated into the
system via a flat file produced by SSA’s
Office of Systems from the Master
Representative Payee File system of
records using the criteria specified by
section 205(j) of the Social Security Act.
This flat file will also contain current
beneficiary contact data from the Master
Beneficiary Record and/or the
Supplemental Security Income and
Special Veterans Benefits Record
systems of records and some limited
information from SSA’s administrative
records.
The system will cover only events
related to the closed period of May
through September of 2006, through the
initial population of the database from
SSA’s RPS in March 2006.
In order to comply with the National
Archives and Records Administration
regulations, data will be destroyed after
a seven-year retention period per
Records Schedule NC1–47–81–9.
SYSTEM MANAGER AND ADDRESS:
STORAGE:
Records in this system are maintained
electronically and manually.
RETRIEVABILITY:
Records in this system will be
retrieved by the name or SSN of the
representative payee, or name or SSN of
the beneficiary/recipient.
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SAFEGUARDS:
The system of records will maintain
information in electronic and manual
forms. Only authorized SSA and
contractor personnel who have a need
for the information in the performance
of their official duties are permitted
access to the information. We will
safeguard the security of the information
by requiring the use of access codes to
enter the computer system that will
maintain the data and will store
computerized records in secured areas
that are accessible only to employees
who require the information in
performing their official duties.
Manually maintained records are kept
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Associate Commissioner, Office of
Income Security Programs, Social
Security Administration, 6401 Security
Boulevard, Baltimore, Maryland 21235–
6401.
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 systems 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
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16399
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. These procedures are in
accordance with SSA’s Regulations at
20 CFR 401.40(c).
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 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. These procedures are in
accordance with SSA’s Regulations at
20 CFR 401.40(c).
If notification is requested 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 at
20 CFR 401.40(c).
RECORD ACCESS PROCEDURES:
Same as Notification procedures.
Also, an individual requesting access
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)).
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)).
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Federal Register / Vol. 71, No. 62 / Friday, March 31, 2006 / Notices
RECORD SOURCE CATEGORIES:
Information in this system of records
is obtained from representative payees,
beneficiaries and existing SSA systems
of records such as the Master
Beneficiary Record, 60–0090;
Supplemental Security Income and
Special Veterans Benefits Record, 60–
0103; Master Representative Payee File,
60–0222; and survey data collected by
the Contractor.
SYSTEMS EXEMPT FROM CERTAIN PROVISIONS OF
THE PRIVACY ACT:
None.
[FR Doc. E6–4666 Filed 3–30–06; 8:45 am]
BILLING CODE 4191–02–P
DEPARTMENT OF STATE
[Public Notice 5358]
Bureau of Educational and Cultural
Affairs (ECA) Request for Grant
Proposals: Africa Workforce
Development
Announcement Type: New Grant.
Funding Opportunity Number: ECA/
PE/C/NEAAF–06–60.
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Catalog of Federal Domestic Assistance
Number: 00.000.
Key Dates:
Application Deadline: May 18, 2006.
Executive Summary: The Office of
Citizen Exchanges of the Bureau of
Educational and Cultural Affairs, United
States Department of State, announces
an open competition for grants to
support programs promoting ‘‘Africa
Workforce Development’’ through
professional exchanges and
collaboration. In carrying out a
proposed program, roughly equal
numbers of participants should travel
between the U.S. and the focus African
country. U.S. public and private nonprofit organizations meeting the
provisions described in Internal
Revenue Code section 26 U.S.C.
501(c)(3) may submit proposals to
develop and implement programs of
exchange, collaboration and training
that involve participants from SubSaharan Africa, including consultations,
planning, and training conducted both
in Sub-Saharan Africa and in the United
States. These U.S. organizations should
provide evidence of relevant expertise
in Sub-Saharan Africa. Up to two grants
not exceeding $200,000 each may be
awarded.
I. Funding Opportunity Description
Authority: Overall grant-making
authority for this program is contained
in the Mutual Educational and Cultural
Exchange Act of 1961, Public Law 87–
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256, as amended, also known as the
Fulbright-Hays Act. The purpose of the
Act is ‘‘to enable the Government of the
United States to increase mutual
understanding between the people of
the United States and the people of
other countries * * *; to strengthen the
ties which unite us with other nations
by demonstrating the educational and
cultural interests, developments, and
achievements of the people of the
United States and other nations * * *
and thus to assist in the development of
friendly, sympathetic and peaceful
relations between the United States and
the other countries of the world.’’ The
funding authority for the program above
is provided through the Conference
Report accompanying the FY–2006
Science, State, Justice, Commerce
Appropriations Bill (Pub. L. 109–108)
which earmarks $400,000 to support
Africa Workforce Development.
Purpose: The Bureau seeks proposals
for exchange programs on African
Workforce Development. In pursuit of
that goal, proposals should also build a
relevant professional partnership
between the applicant organization and
its African colleagues. Also, in carrying
out the proposed program, roughly
equal numbers of African and U.S.
participants should travel between the
U.S. and the focus African country and
for roughly equal time periods. U.S.African partnership is emphasized as a
mutually beneficial, direct and efficient
method of promoting this goal.
Partnerships promote the interests and
long-term commitment of African and
American participants going beyond
U.S. government financing. The Bureau
encourages applicants to consider
carefully the choice of target countries.
Applicants should research the work of
development agencies (such as USAID,
UN agencies) on the target themes, and
select countries for which there has
been limited investment on the issue.
Applicants are encouraged to contact
the Public Affairs Sections (PAS) in U.S.
Embassies in Africa, and the Office of
Citizen Exchanges, to discuss proposed
activities and their relevance to mission
priorities.
It is the Bureau’s intention to allocate
one grant for work with South Africa
and one grant for work in one of the
following countries: Angola, Ethiopia,
Liberia, or Sierra Leone. Therefore,
proposals should focus on either South
Africa or one of these four other
countries, and each proposal should
clearly identify the single country with
which it would work. The Bureau offers
the following programming ideas and
suggestions.
Africa Workforce Development: The
purpose of this program is to enhance
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Workforce Development efforts in SubSaharan Africa through Citizen
Exchanges. ECA has set the following
broad goals for the program this year:
• To help foster a more productive
and fully employed workforce in Africa
through collaboration between U.S. and
African workforce development
specialists;
• To develop professional and
personal linkages between African and
U.S. host institutions and communities
that will lead to sustained collaboration
in workforce development;
• To promote mutual understanding
between cultures and societies in the
U.S. and Africa.
The Office realizes that there are
many different approaches to workforce
development, and it is open to a wide
variety of program plans. However, in
order to be eligible for consideration,
each proposal must explain its
methodology for assessing workforce
development needs and explain how its
choice of needs to be addressed in the
proposed program is relevant to the
focus country. In addition, the Office
recommends that each applicant
consider addressing the following
objectives in its plan when they are
relevant to the chosen country:
• Assist citizens in making the
transition from academia to the
workforce;
• Assist citizens in learning skills and
attitudes which make them more
employable;
• Guide citizens in seeking jobs and
in carrying them out satisfactorily;
• Assist Africans in identifying
workforce needs and developing plans
to ameliorate those needs;
• Develop programs which are
adaptable to local and individual needs;
and
• Develop programs that will attract
and maintain the attention of citizens,
encouraging their initiative and
commitment.
South Africa poses a different
challenge in workforce development
from other African countries. For
example, a substantial effort is already
underway in entrepreneurial skills
training. By contrast, an area that is
weaker is that of market analysis to
identify new areas in which to build
businesses, especially in manufacturing
and trade, and how to guide the
unemployed workforce into new
businesses. Given the favorable trade
status that South Africa currently enjoys
with the U.S., it would be valuable to
develop skills in identifying
opportunities for new businesses and in
starting such new businesses that would
lead to new jobs.
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]]>Agencies
[Federal Register Volume 71, Number 62 (Friday, March 31, 2006)]
[Notices]
[Pages 16397-16400]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E6-4666]
[[Page 16397]]
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SOCIAL SECURITY ADMINISTRATION
Privacy Act of 1974, as Amended; New System of Records
AGENCY: Social Security Administration (SSA).
ACTION: Proposed new system of records and proposed routine uses.
-----------------------------------------------------------------------
SUMMARY: In accordance with the Privacy Act (5 U.S.C. 552a(e)(4)) and
(e)(11)), we are issuing public notice of our intent to establish a new
system of records, entitled the Representative Payee and Beneficiary
Survey Data System, 60-0370, and routine uses applicable to this system
of records. Hereinafter, we will refer to the proposed system of
records as the RPBSD system. We invite public comment on this proposal.
DATES: We filed a report of the proposed new system of records and
proposed routine use disclosures 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
on March 17, 2006. The proposed system of records and routine uses will
become effective on April 26, 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, Office
of the General Counsel, Social Security Administration, Room 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: Contact Margo Wagner, Social Insurance
Specialist, Disclosure Policy Team, Office of Public Disclosure, Office
of the General Counsel, Social Security Administration, in Room 3-A-6
Operations Building, 6401 Security Boulevard, Baltimore, Maryland
21235-6401, telephone at (410) 965-1482, e-mail: margo.wagner@ssa.gov.
SUPPLEMENTARY INFORMATION:
I. Background and Purpose of the Proposed RPBSD System
A. General Background
The proposed new RPBSD system will support SSA's compliance with
Section 107 of Pub. L. No. 108-203, the Social Security Protection Act
of 2004, that amended Section 1110 of the Social Security Act (42
U.S.C. 1310) by mandating SSA to perform a study to determine how
payments made to representative payees under Title II or Title XVI of
the Social Security Act are managed and used on behalf of the
beneficiaries of these programs. The proposed new system will maintain
information collected during the course of a cross-sectional national
survey of representative payees and a subsample of beneficiaries. The
survey data in this proposed new system will be the basis for the
mandated study and a subsequent report outlining the Agency's findings
and recommendations for change or further review of SSA's
representative payment policies. Information in this system will also
be used for ongoing assessment of how payments made to representative
payees are managed and used on behalf of beneficiaries.
B. Collection and Maintenance of the Data for the RPBSD System
The information that SSA will collect and maintain in the RPBSD
system will consist of data gathered during a specific study period to
assess SSA's representative payee policies. This data will include
identifiable information, such as name, Social Security number (SSN)
and address of selected representative payees and beneficiaries who
agree to participate in the associated survey and other pertinent
information, such as financial account information related to benefit
payments and information associated with the representative payee's
particular responsibilities while acting in that capacity. We will
retrieve information from the proposed system by using the individual's
name and/or SSN. Thus, the RPBSD System will constitute a system of
records under the Privacy Act.
II. Proposed Routine Use Disclosures of Data Maintained in the Proposed
RPBSD System
A. Proposed Routine Use Disclosures
1. We are proposing to establish routine uses of information that
will be maintained in the proposed RPBSD System as discussed below.
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.
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
information contained in this system of records. 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.
2. To a congressional office in response to an inquiry from that
office made at the request of the subject of a record.
We will disclose information under this routine use only in
situations in which an individual may ask his or her congressional
representative to intercede in a matter relating to information
contained in this system of records. Information will be disclosed when
the congressional representative makes an inquiry and indicates that he
or she is acting on behalf of the individual whose record is requested.
3. 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 statistical
activities as directly related to this system of records.
We will disclose information under this routine use only as
necessary to enable a contactor to assist SSA in accomplishing an
Agency function relating directly to this system of records.
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 operation 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.
We will disclose information under this routine use only as
necessary to enable DOJ to effectively defend SSA, its components or
employees in litigation involving the proposed new system of records
and ensure that courts and other tribunals have appropriate
information.
5. To student volunteers, individuals working under a personal
service contract, and other workers who technically do not have the
status of Federal employees, when they are performing work for the
Social Security
[[Page 16398]]
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.
Under certain Federal statutes, SSA is authorized to use the
service of volunteers and participants in certain educational,
training, employment and community service programs. Examples of such
statutes and programs include: 5 U.S.C. 3111 regarding student
volunteers and 42 U.S.C. 2753 regarding the College Work-Study Program.
We contemplate disclosing information under this routine use only when
SSA uses the services of these individuals and they need access to
information in this system to perform their assigned Agency duties.
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 that is compatible with the purpose
for which we collected the information. Section 401.150(c) of SSA
regulations permits us to disclose information under a routine use
where necessary to carry out SSA programs. The proposed routine uses
will ensure SSA's efficient administration of its programs related to
the Agency's representative payment policies. Thus, all routine uses
are appropriate and meet the relevant statutory and regulatory
criteria.
III. Record Storage Medium and Safeguards for the Information
Maintained in the Proposed RPBSD System
The proposed new system of records will maintain information in
electronic and manual forms. Only authorized SSA and contractor
personnel who have a need for the information in the performance of
their official duties are permitted access to the information. We will
safeguard the security of the information by requiring the use of
access codes to enter the computer system that will maintain the data
and will store computerized records in secured areas that are
accessible only to employees who require the information in performing
their official duties. Manually maintained records are kept in locked
cabinets or in otherwise secure areas.
All SSA personnel receive annual reminders of the need to protect
personal data to which they have access for official purposes and are
reminded of the criminal penalties that apply to unauthorized access to
or disclosure of personal information. See 5 U.S.C. 552a(i)(1).
Furthermore, SSA employees having access to SSA databases maintaining
personal information must sign a sanction document annually,
acknowledging their accountability for making unauthorized access to or
disclosure of such information.
Contractor personnel having access to data in the proposed system
of records will be required to adhere to SSA rules concerning
safeguards, access and use of the data.
IV. Effect of the Proposed RPBSD System on the Rights of Individuals
The proposed RPBSD system consists of data gathered during a
specific period to assess SSA's representative payee policies and
prepare a subsequent report outlining potential recommendations for
change or further review. Participation in the survey is voluntary and
selected individuals will be given the opportunity to agree to
participate in the survey or decline to do so. SSA will adhere to all
applicable provisions of the Privacy Act and other Federal statutes
that govern our use and disclosure of the information that will be
maintained in the proposed RPBSD system. Therefore, we do not
anticipate that the proposed system of records will have any
unwarranted adverse effect on the privacy or other rights of
individuals.
Dated: March 17, 2006.
Jo Anne B. Barnhart,
Commissioner.
SYSTEM NUMBER: 60-0370
System name:
Representative Payee and Beneficiary Survey Data System, Social
Security Administration (SSA)/Office of Income Security Programs
(OISP).
Security classification:
None.
System location:
Office of Income Support Programs, Social Security Administration,
6401 Security Boulevard, Baltimore, Maryland 21235-6401.
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 maintains information about selected samples of
representative payees and their beneficiaries receiving benefits under
Title II and/or Title XVI of the Social Security Act.
Categories of records in the system:
Information in this system consists of data gathered during a
specific study period to assess SSA's representative payee policies.
This data will include identifiable information, such as name, Social
Security number (SSN) and address, and survey information concerning
representative payee and beneficiary demographic characteristics,
record identifiers, descriptions of residence and living situations,
and relationship of beneficiaries to the representative payees. Survey
data will also cover the beneficiary's financial account information
related to the representative payee's responsibilities, information
concerning both the beneficiary and representative payee's knowledge of
actual representative payee duties, and their perceptions of the
beneficiary's need for this particular relationship and how these
duties are being performed. Some limited information such as SSN,
monthly benefit amount and diagnostic codes from SSA's administrative
records and from current systems maintaining information relative to
the selection of representative payees to claimants and beneficiaries
may also be captured in this system to supplement and effectively
support SSA's use of the survey data.
Authority for maintenance of the system:
Section 107 of Pub. L. No. 108-203, the Social Security Protection
Act of 2004, that amended Section 1110 of the Social Security Act (42
U.S.C. 1310).
Purpose(s):
Information in this system will assist SSA in assessing how
payments made to representative payees, who are not subject to on-site
reviews or other random reviews under SSA policy or law, are managed
and used on behalf of the beneficiaries.
Routine uses of records maintained in the system, including categories
of users and the purpose of such uses:
Disclosure may be made for routine uses as indicated below:
1. 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.
2. To a congressional office in response to an inquiry from that
office made on behalf of a subject of a record.
3. 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 statistical
activities as directly related to this system of records.
[[Page 16399]]
4. To Department of Justice (DOJ), a court or other tribunal, or
another party before such tribunal when:
a. The Social Security Administration (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
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 student volunteers, individuals working under a personal
service 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.
Policies and practices for storing, retrieving, accessing, retaining
and disposing of records in the system:
Storage:
Records in this system are maintained electronically and manually.
Retrievability:
Records in this system will be retrieved by the name or SSN of the
representative payee, or name or SSN of the beneficiary/recipient.
Safeguards:
The system of records will maintain information in electronic and
manual forms. Only authorized SSA and contractor personnel who have a
need for the information in the performance of their official duties
are permitted access to the information. We will safeguard the security
of the information by requiring the use of access codes to enter the
computer system that will maintain the data and will store computerized
records in secured areas that are accessible only to employees who
require the information in performing their official duties. Manually
maintained records are kept in locked cabinets or in otherwise secure
areas.
Contractor personnel having access to data in the system of records
will be required to adhere to SSA rules concerning safeguards, access
and use of the data.
SSA and contractor personnel having access to the data in this
system will be informed of the criminal penalties of the Privacy Act
for unauthorized access to, or disclosure of, information maintained in
this system. See 5 U.S.C. 552a(i)(1).
Retention and disposal:
Survey data will be populated into the system via a flat file
produced by SSA's Office of Systems from the Master Representative
Payee File system of records using the criteria specified by section
205(j) of the Social Security Act. This flat file will also contain
current beneficiary contact data from the Master Beneficiary Record
and/or the Supplemental Security Income and Special Veterans Benefits
Record systems of records and some limited information from SSA's
administrative records.
The system will cover only events related to the closed period of
May through September of 2006, through the initial population of the
database from SSA's RPS in March 2006.
In order to comply with the National Archives and Records
Administration regulations, data will be destroyed after a seven-year
retention period per Records Schedule NC1-47-81-9.
System manager and address:
Associate Commissioner, Office of Income Security Programs, Social
Security Administration, 6401 Security Boulevard, Baltimore, Maryland
21235-6401.
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 systems 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 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.
These procedures are in accordance with SSA's Regulations at 20 CFR
401.40(c).
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 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. These procedures are in accordance with
SSA's Regulations at 20 CFR 401.40(c).
If notification is requested 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 at 20
CFR 401.40(c).
Record access procedures:
Same as Notification procedures. Also, an individual requesting
access 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)).
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)).
[[Page 16400]]
Record source categories:
Information in this system of records is obtained from
representative payees, beneficiaries and existing SSA systems of
records such as the Master Beneficiary Record, 60-0090; Supplemental
Security Income and Special Veterans Benefits Record, 60-0103; Master
Representative Payee File, 60-0222; and survey data collected by the
Contractor.
Systems exempt from certain provisions of the Privacy Act:
None.
[FR Doc. E6-4666 Filed 3-30-06; 8:45 am]
BILLING CODE 4191-02-P
