Privacy Act of 1974; New and Revised Systems of Records, 73500-73532 [E7-24920]
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73500
Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices
RAILROAD RETIREMENT BOARD
Privacy Act of 1974; New and Revised
Systems of Records
Railroad Retirement Board.
Notice: Publication of New and
Revised Systems of Records, Proposed
Standard Disclosures and New Routine
Uses, and Deletion of Systems of
Records.
AGENCY:
ACTION:
SUMMARY: The purpose of this document
is to republish and update all existing
systems of records in their entirety, to
retire three systems of records, to
publish four new systems of records,
and to establish standard disclosures
and new routine uses.
DATES: These changes will become
effective as proposed without further
notice in 40 calendar days from the date
of this publication unless comments are
received before this date which would
result in a contrary determination.
ADDRESSES: Send comments to Beatrice
Ezerski, Secretary to the Board, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092.
FOR FURTHER INFORMATION CONTACT:
Lynn Harvey, Chief Privacy Officer, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092; telephone 312–751–4869, e-mail
lynn.harvey@rrb.gov.
Four new
systems of records are being included:
RRB–52 Board Orders, RRB–53
Employee Medical and Eye Examination
Reimbursement Program, RRB–54
Virtual Private Network (VPN) Access
Management, and RRB–55 Contact Log.
RRB–37 Medical Records on Railroad
Retirement Board Employees is being
retired; records are being held under
government-wide system of records
OPM/GOVT–10 Employee Medical File
System Records.
RRB–44 Employee Test Score File is
being retired; records are being held
under government-wide system of
records OPM/GOVT–6 Personnel
Research and Test Validation Records.
The RRB–45 Employee Tuition
Reimbursement File system of records
has been removed in its entirety as a
result of the discontinuance of the
program and the final disposition of its
records.
The RRB–46 Personnel Security Files
system of records has been updated for
new identity credential requirements
under Homeland Security Presidential
Directive 12, including a new routine
use.
The RRB–48 Access Management
System, formerly ‘‘Identification Card
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SUPPLEMENTARY INFORMATION:
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Files (Building Passes) and Access
Control (Key Cards),’’ has been renamed
and generally redescribed to
accomodate changes in RRB
headquarters building access
credentialing system and any other
system records associated with
Homeland Security Presidential
Directive 12 not covered under
government-wide system of records
GSA/GOVT–7 Personal Identity
Verification Identity Management
System (PIV IDMS). Routine uses have
been added.
All other existing systems of records
have been generally updated for names,
titles and other minor changes as a
result of the periodic system of records
review and to correct inaccuracies in the
last privacy issuances by the General
Printing Office. Appendix I has been
updated to reflect the current locations
of RRB offices. Appendix II, which
contained Railroad Medicare Part B
carrier locations, has been retired.
Lastly, the routine uses in each system
of records have been updated to reflect
the establishment of RRB standard
disclosures. The standard disclosures
represent a selection of existing routine
uses that were previously repeated in
each system of records (Standard
Disclosures 1–4 and 6–7), as well as a
new routine use specifically applying to
the disclosure of information in
connection with response and remedial
efforts in the event of a data breach
(Standard Disclosure 5).
RAILROAD RETIREMENT BOARD (RRB)
SYSTEMS OF RECORDS—Continued
RRB–17 ..........
RRB–18 ..........
RRB–19 ..........
RRB–20 ..........
RRB–21 ..........
RRB–22 ..........
RRB–23–25 ....
RRB–26 ..........
RRB–27 ..........
RRB–28 ..........
RRB–29 ..........
RRB–30–32 ....
RRB–33 ..........
RRB–34 ..........
RRB–35 ..........
RRB–36 ..........
RRB–37–41 ....
RRB–42 ..........
RRB–43 ..........
RRB–44–45 ....
RRB–46 ..........
RRB–47 ..........
RRB–48 ..........
RRB–49 ..........
RRB–50 ..........
RRB–51 ..........
By Authority of the Board.
Beatrice Ezerski,
Secretary to the Board.
RRB–52 ..........
RRB–53 ..........
RAILROAD RETIREMENT BOARD (RRB)
SYSTEMS OF RECORDS
RRB–54 ..........
RRB–55 ..........
RRB–1 ............
RRB–2 ............
RRB–3 ............
RRB–4 ............
RRB–5 ............
RRB–6 ............
RRB–7 ............
RRB–8 ............
RRB–9 ............
RRB–10 ..........
RRB–11 ..........
RRB–12 ..........
RRB–13–15 ....
RRB–16 ..........
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Social
Security
Benefit
Vouchering System
[Reserved]
Medicare, Part B
Estimated Annuity, Total Compensation and Residual Amount
File
Master File of Railroad Employees’ Creditable Compensation
Unemployment Insurance Record
File
Applications for Unemployment
Benefits and Placement Service
Under the Railroad Unemployment Insurance Act
Railroad Retirement Tax Reconciliation System (Employee
Representatives)
[Reserved]
Legal Opinion and Correspondence Files
Files on Concluded Litigation
Railroad Employees’ Registration
File
[Reserved]
Social Security Administration
Master Earnings File
Fmt 4701
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Appeal Decisions from Initial Denials for Benefits Under the
Provisions of the Railroad Retirement Act or the Railroad
Unemployment Insurance Act
Miscellaneous Payments Posted to
General Ledger
Payroll
&
Cost
Accounting
Records
Health Insurance and Supplementary Medical Insurance Enrollment and Premium Payment
System (Medicare)
Railroad
Unemployment
and
Sickness Insurance Benefit System
Railroad Retirement, Survivor,
and Pensioner Benefit System
[Reserved]
Payment, Rate and Entitlement
History File
Railroad Retirement Board—Social Security Administration Financial Interchange
[Reserved]
Railroad
Employees’
Annual
Gross Earnings Master File
[Reserved]
Federal
Employee
Incentive
Awards System
Employee Personnel Management
Files
[Reserved]
Complaint, Grievance, Disciplinary and Adverse Action Files
[Reserved]
Overpayment Accounts
Investigation Files
[Reserved]
Personnel Security Files
[Reserved]
Access Management System
Telephone Call Detail Records
Child Care Tuition Assistance
Program
Railroad Retirement Board’s Customer
PIN/Password
(PPW)
Master File System
Board Orders
Employee Medical and Eye Examination Reimbursement Program
Virtual Private Network (VPN)
Access Management
Contact Log
Prefatory Statement Concerning RRB
Standard Disclosures
Beside those disclosures provided
under 5 U.S.C. 552a(b) of The Privacy
Act which pertain generally to all of the
RRB systems of records, the RRB
proposes to adopt certain standard
disclosures which also pertain generally
to these systems of records, unless
specifically excluded in a system notice,
which are in addition to the particular
routine uses listed under each system of
records, as follows:
Standard Disclosure 1.—Disclosure
may be made to a congressional office
from the record of an individual in
response to an inquiry from the
congressional office made at the request
of that individual if that individual
would not be denied access to the
information.
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Standard Disclosure 2.—Disclosure of
relevant information from the record of
an individual may be made to the Office
of the President in response to an
inquiry from that office made at the
request of that individual or a third
party on the individual’s behalf if that
individual would not be denied access
to the information.
Standard Disclosure 3.—Disclosure
may be made to contractors, grantees,
experts, consultants, students, and
others performing or working on a
contract, service, grant, cooperative
agreement, or other assignment for the
Federal government, to the extent
necessary to accomplish an RRB
function related to this system of
records.
Standard Disclosure 4.—Disclosure
may be made to the appropriate agency,
whether Federal, State, local, or foreign,
charged with the responsibility of
investigating, enforcing, or prosecuting
a violation or potential violation of law,
whether civil, criminal or regulatory in
nature, and whether arising by general
statute or particular program statute, or
by regulation, rule or order issued
pursuant thereto, or charged with
enforcing or implementing the statute,
rule, regulation, or order issued
pursuant thereto, if the disclosure
would be to an agency engaged in
functions related to the Railroad
Retirement Act or the Railroad
Unemployment Insurance Act, or if
disclosure would be clearly in the
furtherance of the interest of the subject
individual.
Standard Disclosure 5.—Disclosure
may be made, to appropriate agencies,
entities, and persons when (1) the
Railroad Retirement Board suspects or
has confirmed that the security or
confidentiality of information in the
system of records has been
compromised; (2) the Railroad
Retirement Board has determined that
as a result of the suspected or confirmed
compromise there is a risk of harm to
economic or property interests, identity
theft or fraud, or harm to the security or
integrity of this system or other systems
or programs (whether maintained by the
Railroad Retirement Board or another
agency or entity) that rely upon the
compromised information; and (3) the
disclosure made to such agencies,
entities, and persons is reasonably
necessary to assist in connection with
the Railroad Retirement Board’s efforts
to respond to the suspected or
confirmed compromise and prevent,
minimize, or remedy such harm.
Standard Disclosure 6.—Disclosure
may be made to the National Archives
and Records Administration or other
Federal government agencies for records
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management inspections being
conducted under the authority of 44
U.S.C. 2904 and 2906.
Standard Disclosure 7.—Disclosure of
non-medical information in this system
of records may be made to the attorney
representing such individual upon
receipt of a written letter or declaration
stating the fact of representation, if that
individual would not be denied access
to the information. Medical information
may be released to an attorney when
such records are requested for the
purpose of contesting a determination
either administratively or judicially.
The standard disclosure number is
referenced in any system notice where
it takes the place of a previously
published routine use, the letter of
which is preserved for the purpose of
any external references.
*
*
*
*
*
RRB–1
SYSTEM NAME:
Social Security Benefit Vouchering
System.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Applicants after December 31, 1974,
for benefits under Title II of the Social
Security Act who have completed ten
years or at least five years after 1995 of
creditable service in the railroad
industry, the spouse and/or divorced
spouse or survivor of such an
individual.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, social security
number, RRB claim number, type and
amount of benefit, suspension and
termination information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(2) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(2)).
PURPOSE(S):
Records in the Social Security
Vouchering System are maintained to
administer Title II of the Social Security
Act with respect to payment of benefits
to individuals with 10 or more years or
at least five years after 1995 of railroad
service and their families.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Benefit rate information may be
disclosed to primary beneficiaries
regarding secondary beneficiaries (or
vice versa) when the addition of such
beneficiary affects either the entitlement
or benefit payment.
b. In the event the Board has
determined to designate a person to be
the representative payee of an
incompetent beneficiary, disclosure of
information concerning the benefit
amount and other similar information
may be made to the representative payee
from the record of the individual.
c. Benefit rates, names and addresses
may be released to the Department of
Treasury to control for reclamation and
return of outstanding benefit payments,
to issue benefit payments, act on reports
of non-receipt, to insure delivery of
payments to the correct address of the
beneficiary or representative payee or to
proper financial organization, and to
investigate alleged forgery, theft or
unlawful negotiation of railroad
retirement for social security benefit
checks or improper diversion of
payments directed to a financial
organization.
d. Beneficiary’s name, address, check
rate and date plus supporting evidence
may be released to the U.S. Postal
Service for investigation of alleged
forgery or theft of railroad retirement or
social security benefit checks.
e. Beneficiary identifying information,
effective date, benefit rates, and months
paid may be furnished to the Veterans
Administration for the purpose of
assisting that agency in determining
eligibility for benefits or verifying
continued entitlement to and the correct
amount of benefits payable under
programs which it administers.
f. Benefit rates and effective dates may
be disclosed to the Social Security
Administration, Bureau of
Supplemental Security Income, to
Federal, State and local welfare or
public aid agencies to assist them in
processing applications for benefits
under their respective programs.
g. Last addresses information may be
disclosed to the Department of Health
and Human Services in conjunction
with the Parent Locator Service.
h. Benefit rates, entitlement and other
necessary information may be released
to the Department of Labor in
conjunction with payment of benefits
under the Federal Coal Mine and Safety
Act.
i. Pursuant to a request from an
employer covered by the Railroad
Retirement Act or the Railroad
Unemployment Insurance Act or from
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an organization under contract to an
employer or employers, information
regarding the Board’s payment of
benefits, the methods by which such
benefits are calculated, entitlement data
and present address may be released to
the requesting employer or the
organization under contract to the
employer or employers for the purposes
of determining entitlement to and the
rates of private supplemental pension
benefits and to calculate estimated
benefits due.
j. If a request for information
pertaining to an individual is made by
an official of a labor organization of
which the individual is a member and
the request is made on behalf of the
individual, information from the record
of the individual concerning his benefit
or anticipated benefit and concerning
the method of calculating that benefit
may be disclosed to the labor
organization official.
k. (Standard Disclosure 1.)
l. (Standard Disclosure 3.)
m. Records may be disclosed to the
Government Accountability Office for
auditing purposes and for collection of
debts arising from overpayments under
Title II of the Social Security Act, as
amended.
n. Records may be disclosed in a court
proceeding relating to any claims for
benefits by the beneficiary under the
Railroad Retirement Act and may be
disclosed during the course of an
administrative appeal to individuals
who need the records to prosecute or
decide the appeal or to individuals who
are requested to provide information
relative to an issue involved in the
appeal.
o. (Standard Disclosure 4.)
p. (Standard Disclosure 7.)
q. For payments made after December
31, 1983, beneficiary identifying
information, address, amounts of
benefits paid and repaid, beneficiary
withholding instructions, and amounts
withheld by the RRB for tax purposes
may be furnished to the Internal
Revenue Service for tax administration.
r. Beneficiary identifying information,
entitlement data, and benefit rates may
be released to the Department of State
and embassy and consular officials, to
the American Institute on Taiwan, and
to the Veterans Administration Regional
Office, Philippines, to aid in insuring
the continued payment of beneficiaries
living abroad.
s. (Standard Disclosure 2.)
t. Entitlement data and benefit rates
may be released to any court, state,
agency, or interested party, or to the
representative of such court, state
agency, or interested party, in
connection with contemplated or actual
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legal or administrative proceeding
concerning domestic relations and
support matters.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
required to provide proof of identity, or
authorization from the individual to
permit release of information. Such
requests should be sent to: Office of
Programs—Director of Operations,
Railroad Retirement Board, 844 Rush
Street, Chicago, Illinois 60611–2092.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
Paper, magnetic tape and microforms.
See Notification section above.
RETRIEVABILITY:
RECORD SOURCE CATEGORIES:
Social security account number, full
name.
Individual applicant or his or her
authorized representative, the Social
Security Administration, other record
systems maintained by the Railroad
Retirement Board.
SAFEGUARDS:
Records are maintained in areas not
accessible to the public; buildings are
secured (guard service).
EXEMPTIONS CLAIMED FOR THE SYSTEM:
RETENTION AND DISPOSAL:
Paper: Individual claim folders with
records of all actions pertaining to the
payment of claims are transferred to the
Federal Records Center, Chicago,
Illinois 5 years after the date of last
payment or denial activity if all benefits
have been paid, no future eligibility is
apparent and no erroneous payments
are outstanding.
The claim folder is destroyed 25 years
after the date it is received in the center.
Accounts receivable listings and
checkwriting operations daily activity
listings are transferred to the Federal
Records Center 1 year after date of issue
and are destroyed 6 years and 3 months
after receipt at the center. Other paper
listings are destroyed 1 year after the
date of issue. Changes of address source
documents are destroyed after 1 year.
Magnetic tape: Tapes are updated at
least monthly. For disaster recovery
purposes, certain tapes are stored for
12–18 month periods.
Microforms: Originals are kept for 3
years, transferred to the Federal Records
Center and destroyed when 8 years old.
One duplicate copy is kept 2 years and
destroyed by shredding. All other
duplicate copies are kept 1 year and
destroyed by shredding.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs—Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s records should be in
writing, including full name, social
security number and railroad retirement
claim number (if any) of the individual.
Before any information about any record
will be released, the individual may be
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*
None.
*
*
*
*
RRB–2 [Reserved]
*
*
*
*
*
RRB–3
SYSTEM NAME:
Medicare: Part B (Supplementary
Medical Insurance Payment System—
Contracted to Palmetto Government
Benefits Administrators).
SYSTEM LOCATION:
Main Office: Palmetto Government
Benefit Administrators, 17 Technology
Circle, Columbia, South Carolina
29203–9591; Regional Office: P.O. Box
10066, Augusta, Georgia 30999.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Qualified railroad retirement
beneficiaries covered by MEDICARE,
Part B, who file claims under the
medical insurance program.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, health insurance claim
number, address, date of birth,
telephone number, description of illness
and treatment pertaining to claim,
indication of other health insurance or
medical assistance pertinent to claim,
date(s) and place(s) of physician service,
description of medical procedures,
services or supplies furnished, nature of
illness(es), medical charges, name,
address and telephone of physician,
identifying number of provider,
designation of payee, Part B entitlement
date, Part B deductible status and
amount of payment to beneficiary or
payee.
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AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(d) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(d)).
PURPOSE(S):
Records in this system are maintained
to administer the supplementary
medical insurance (Part B) portion of
Medicare under Title XVIII of the Social
Security Act for qualified railroad
retirement beneficiaries.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. In the event the Board has
determined to designate a person to be
the representative payee of an
incompetent beneficiary, disclosure of
information concerning the benefit
amount and other similar information
may be made to the representative payee
from the record of the individual.
b. Information regarding payments
and deductibles may be released to the
Department of Health and Human
Services for use in administering Title
XVIII of the Social Security Act, as
amended, and to establish, audit, and
maintain account and vouchering
records.
c. Records may be disclosed in a court
proceeding relating to any claims for
benefits under Title XVIII of the Social
Security Act and may be disclosed
during the course of an administrative
appeal hearing to individuals who need
the records to prosecute or decide the
appeal or to individuals who are
requested to provide information
relative to an issue involved in the
appeal.
d. Records may be disclosed to the
General Accountability Office for
auditing purposes and for collection of
debts arising from overpayments under
Title XVIII of the Social Security Act.
e. (Standard Disclosure 1.)
f. Pursuant to a request from an
employer covered by the Railroad
Retirement Act or the Railroad
Unemployment Insurance Act,
information regarding the status of a
qualified railroad retirement
beneficiary’s enrollment in Medicare
and premium payment status may be
released to the requesting employer for
the purposes of coordinating employee
supplemental welfare benefits.
g. If a request for information
pertaining to an individual is made by
an official of a labor organization of
which the individual is a member and
the request is made on behalf of the
individual, information from the record
of the individual concerning his or her
entitlement and premium status may be
disclosed to the labor organization
official.
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h. (Standard Disclosure 4.)
i. (Standard Disclosure 7.)
j. Information may be furnished to the
U.S. Postal Service and to State and
local police authorities for investigation
of the loss, theft, and/or forgery of
Medicare checks.
k. Information may be furnished to
the State licensing boards for review of
unethical practices or nonprofessional
conduct. When such information has
been disclosed to a State licensing
board, it may also be disclosed when
requested to State agencies investigating
such conduct under Titles V and XIX of
the Social Security Act and to the
TRICARE organization and to TRICARE
contractors that are not also Medicare
contractors.
l. General guidelines dealing with
length of stay, diagnosis and other
criteria used in the claims process to
establish the basis for payment may be
disclosed to the requester. Information
regarding physicians’ prevailing or
customary charges may be furnished.
m. The following general types of
information may be disclosed to Title
XIX agencies (to a state agency or to a
carrier acting for a State agency charged
with administration of a program under
Title XIX): Physician, other practitioner
and supplier identification numbers,
and charges of physicians or other
practitioners or suppliers for services
furnished to beneficiaries.
n. Information on such matters as
entitlement, benefit payment, or benefit
utilization relating to an individual may
be disclosed to any State agency or to
a carrier acting for a State agency
charged with the administration of a
program under Title XIX. Note:
Disclosure to State agencies
administering other Federal grants-inaid programs requires the authorization
of the beneficiary or his/her legal
representative.
o. (Standard Disclosure 2.)
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
responsibility in claim information
handled and released, and by guidance
and procedures issued by the Centers
for Medicare & Medicaid Services
(CMS). It is also bound by the same
regulations regarding disclosure and
security of information as the Board
itself.
RETENTION AND DISPOSAL:
Records are maintained by the
insurance company office for 27
months. At the end of 27 months the
material is sent to the storage areas
maintained by the insurance company.
Records are retained and stored in
accordance with guidelines issued by
CMS.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs—Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing,
including the full name, social security
number and railroad retirement claim (if
any) of the individual. Before
information about any record will be
released, the individual may be required
to provide proof of identity, or
authorization from the individual to
permit release of information. Requests
should be sent to the Office of
Programs—Director of Operations, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Claimant, his/her authorized
representative or his/her survivors, the
Social Security Administration, the
Centers for Medicare & Medicaid
Services and its contractors, physicians,
and hospitals.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
EXEMPTIONS CLAIMED FOR THE SYSTEM:
STORAGE:
*
Paper, magnetic tape and microforms.
None.
*
*
*
*
RRB–4
RETRIEVABILITY:
SYSTEM NAME:
Health insurance claim number,
name.
Estimated Annuity, Total
Compensation and Residual Amount
File (MARC).
SAFEGUARDS:
The contractor is bound by the
contract set forth by the Railroad
Retirement Board which contains
specific instruction regarding its
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SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
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SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Railroad employees who never filed
an application for an annuity, have not
been reported to be deceased and who
either worked in the current reporting
year or have at least 120 months of
creditable railroad service or have at
least 60 months of creditable railroad
service after 1995.
CATEGORIES OF RECORDS IN THE SYSTEM:
For employees with less than 120
months of creditable railroad service, or
less than 60 months of creditable
railroad service after 1995: SSN, name,
date of birth, sex, cumulative service,
cumulative tier 1 compensation, daily
pay rate, employer number, gross
residual, year last worked, number and
pattern of months worked in year last
worked, tier 1 compensation for year
last worked, tier 2 compensation for
year last worked. For railroad
employees with 120 or more months of
creditable railroad service and for
employees with at least 60 months of
creditable railroad service after 1995; all
of the above information plus estimated
annuity data and SSA data.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(6)).
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
SYSTEM LOCATION:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
a. Entitlement information may be
disclosed to primary beneficiaries
regarding secondary beneficiaries (or
vice versa) when the addition of such
beneficiary affects either the entitlement
or benefit payment.
b. (Standard Disclosure 3.)
c. (Standard Disclosure 1.)
d. Pursuant to a request from an
employer covered by the Railroad
Retirement Act or the Railroad
Unemployment Insurance Act,
information regarding the Board’s
estimated payment of unemployment,
sickness or retirement benefits, the
methods by which such benefits are
calculated and entitlement data may be
19:00 Dec 26, 2007
Jkt 214001
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Information which is secured from the
original master records is made
available to all authorized headquarters
and field service users.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
*
*
*
RRB–5
SYSTEM NAME:
Master File of Creditable Service and
Compensation of Railroad Employees.
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
None.
All individuals with creditable
service under the Railroad Retirement
and Railroad Unemployment Insurance
Acts.
RETRIEVABILITY:
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
RECORD ACCESS PROCEDURE:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
On-line mainframe system.
The primary purpose of the system is
to provide field offices with the
capability of furnishing annuity
estimates to prospective beneficiaries.
The system is also used by field offices
to provide temporary annuity rates that
the Division of Operations may issue to
applicants for employee and spouse
benefits.
pwalker on PROD1PC71 with NOTICES2
permit release of information. Requests
should be sent to the Office of
Programs—Director of Operations, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092.
STORAGE:
PURPOSE(S):
VerDate Aug<31>2005
released to the requesting employer for
the purposes of determining entitlement
to and the rates of private supplemental
pensions, sickness or unemployment
benefits and to calculate estimated
benefits due.
e. If a request for information
pertaining to an individual is made by
an official of a labor organization of
which the individual is a member and
the request is made on behalf of the
individual, information from the record
of the individual concerning his
anticipated benefit and concerning the
method of calculating that benefit may
be disclosed to the labor organization
official.
f. (Standard Disclosure 2.)
g. (Standard Disclosure 7.)
h. Annuity estimates may be released
to any court, state agency, or interested
party, or the representative of such
court, state agency, or interested party,
in connection with contemplated or
actual legal or administrative
proceeding concerning domestic
relations and support matters.
Social security number.
SAFEGUARDS:
Only authorized personnel have
access to these records. Access is
determined by internal computer system
security levels.
RETENTION AND DISPOSAL:
A maximum of three sets of MARC
records (the current and prior two sets
of MARC) are maintained on-line with
the oldest set deleted when a new
MARC is produced.
SYSTEM MANAGER(S) AND ADDRESS:
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, social security number, RRB
claim number, annuity beginning date,
date of birth, sex, last employer
identification number, amount of daily
pay rate, separation allowance or
severance payment, creditable service
and compensation after 1937, home
address, and date of death.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Office of Programs—Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(6)) and section 12(l) of the
Railroad Unemployment Insurance Act
(45 U.S.C. 362(l)).
NOTIFICATION PROCEDURE:
PURPOSE(S):
Request for information regarding an
individual’s record should be in writing,
including the full name, social security
number and railroad retirement claim
number (if any) of the individual. Before
information about any record will be
released, the individual may be required
to provide proof of identity,
authorization from the individual to
The purpose of this system is to store
railroad earnings of railroad employees
which are used to determine entitlement
to and amount of benefits payable under
the Railroad Retirement Act, the
Railroad Unemployment Insurance Act
and the Social Security Act, if
applicable. The records are updated
daily based on earnings reports received
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from railroad employers and the Social
Security Administration and are stored
in the Employment Data Maintenance
Application database and the Separation
Allowance Lump Sum Adjustment
master file (SALSA).
pwalker on PROD1PC71 with NOTICES2
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Records may be transferred to the
Social Security Administration to
correlate disability freeze actions and in
the cases where the railroad employees
do not acquire 120 creditable service
months before retirement or death or
have no current connection with the
railroad industry, to enable SSA to
credit the employee with the
compensation and to pay or deny
benefits.
b. Yearly service months, cumulative
service months, yearly creditable
compensation, and cumulative
creditable compensation may be
released to the employees directly or
through their respective employer.
c. Service months and earnings may
be released to employers or former
employers for correcting or
reconstructing earnings records for
railroad employees.
d. (Standard Disclosure 3.)
e. Employee identification and
potential entitlement may be furnished
to the Social Security Administration,
Bureau of Supplemental Security
Income, to Federal, State, and local
welfare or public aid agencies to assist
them in processing application for
benefits under their respective
programs.
f. Employee identification and other
pertinent information may be released
to the Department of Labor in
conjunction with payment of benefits
under the Federal Coal Mine and Safety
Act.
g. The last employer information may
be disclosed to the Department of
Health and Human Services in
conjunction with the Parent Locator
Service.
h. (Standard Disclosure 1.)
i. Pursuant to a request from an
employer covered by the Railroad
Retirement Act or the Railroad
Unemployment Insurance Act,
information, regarding the employee’s
potential eligibility for unemployment,
sickness or retirement benefits may be
released to the requesting employer for
the purpose of determining entitlement
to and the rates of private supplemental
pension, sickness or unemployment
benefits and to calculate estimated
benefits due from the employer.
j. If a request for information
pertaining to an individual is made by
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19:00 Dec 26, 2007
Jkt 214001
an official of a labor organization of
which the individual is a member and
the request is made on behalf of the
individual, information from the record
of the individual concerning his
anticipated benefit may be disclosed to
the labor organization official.
k. Records may be disclosed in a court
proceeding relating to any claims for
benefits by the beneficiary under the
Railroad Retirement Act or the Railroad
Unemployment Insurance Act and may
be disclosed during the course of an
administrative appeal to individuals
who need the records to prosecute or
decide the appeal or to individuals who
are requested to provide information
relative to an issue involved in the
appeal.
l. (Standard Disclosure 4.)
m. (Standard Disclosure 7.)
n. All records may be disclosed to the
Social Security Administration for
purposes of administration of the Social
Security Act.
o. Service and compensation and last
employer information may be furnished,
upon request, to state agencies operating
unemployment or sickness insurance
programs for the purposes of their
administering such programs.
p. (Standard Disclosure 2.)
q. The name, address and gender of a
railroad worker may be released to a
Member of Congress when the Member
requests it in order that he or she may
communicate with the worker about
legislation which affects the railroad
retirement or railroad unemployment
and sickness insurance program.
r. The service history of an employee
(such as whether the employee had
service before a certain date and
whether the employee had at least a
given number of years of service) may
be disclosed to AMTRAK when such
information would be needed by
AMTRAK to make a determination
whether to award a travel pass to either
the employee or the employee’s widow.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
on-line query safeguards include a lock/
unlock password system, a terminal
oriented transaction matrix and an audit
trail.
Paper: Bound in hard covers and
stored on steel shelving accessible to
only authorized personnel.
RETENTION AND DISPOSAL:
Magnetic disk: Permanent.
Magnetic tape and digital media:
Retained five years and destroyed
acccording to National Institute of
Standards and Technology (NIST)
guidelines.
Paper: Retained five years and
destroyed by shredding.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs—Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing,
including the full name, social security
number and railroad retirement claim
number (if any) of the individual. Before
any information about any record will
be released, the individual may be
required to provide proof of identity, or
authorization from the individual to
permit release of information. Requests
should be sent to the Office of
Programs—Assessment & Training,
Chief of Employer Service and Training
Center, U.S. Railroad Retirement Board,
844 North Rush Street, Chicago, Illinois
60611–2092.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Railroad employer.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
*
*
*
RRB–6
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
SYSTEM NAME:
Magnetic tape, magnetic disk and
paper.
SYSTEM LOCATION:
RETRIEVABILITY:
Unemployment Insurance Record
File.
District Offices: See Appendix I for
addresses.
Social security number, claim number
and name.
SECURITY CLASSIFICATION:
SAFEGUARDS:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Magnetic tape and magnetic disk:
Computer and computer storage rooms
are restricted to authorized personnel;
PO 00000
Frm 00007
Fmt 4701
Sfmt 4703
None.
Claimants for unemployment benefits
under the Railroad Unemployment
E:\FR\FM\27DEN2.SGM
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Insurance Act (RUIA) and their
respective employers.
CATEGORIES OF RECORDS IN THE SYSTEM:
Development file containing letters
from claimants, report of Railroad
Unemployment Insurance Act fraud
investigations and supporting evidence,
erroneous payment investigations,
protest and appeal requests and
responses.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 12(l) of the Railroad
Unemployment Insurance Act (45
U.S.C. 362(l)).
PURPOSE(S):
This system of records is used for
filing general information about
applicants for RUIA benefits. If an
applicant files for unemployment
insurance benefits, some of the
information in this file will be also
placed in the claimants UI file.
pwalker on PROD1PC71 with NOTICES2
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Beneficiary identifying information
may be released to third party contacts
to determine if incapacity of the
beneficiary or potential beneficiary to
understand or use benefits exists, and to
determine the suitability of a proposed
representative payee.
b. Benefit rate, name and address may
be referred to the Treasury Department
to control for reclamation and return of
outstanding benefit checks, to issue
benefit checks, reconcile reports of nondelivery, and to insure delivery of
payments to the correct address or
account of the beneficiary or
representative payee.
c. Beneficiary’s name, address,
payment rate, date and number, plus
supporting evidence may be released to
the U.S. Postal Service for investigation
of alleged forgery or theft of railroad
unemployment or sickness benefit
payments.
d. Identifying information such as full
name, address, date of birth, social
security number, employee
identification number, and date last
worked, may be released to any last
employer to verify entitlement for
benefits under the Railroad
Unemployment Insurance Act.
e. Pursuant to a request from an
employer covered by the Railroad
Retirement Act or the Railroad
Unemployment Insurance Act,
information regarding the Board’s
payment of unemployment or sickness
benefits, the methods by which such
benefits are calculated, entitlement data
and present address may be released to
the requesting employer for the
VerDate Aug<31>2005
19:00 Dec 26, 2007
Jkt 214001
purposes of determining entitlement to
and rates of private supplemental
pension, sickness or unemployment
benefits and to calculate estimated
benefits due.
f. Benefit rates and effective dates may
be released to the Social Security
Administration, Bureau of
Supplemental Security Income, to
Federal, State and local welfare or
public aid agencies to assist them in
processing applications for benefits
under their respective programs.
g. In the event the Board has
determined to designate a person to be
the representative payee of an
incompetent beneficiary, disclosure of
information concerning the benefit
amount and other similar information
may be made to the representative payee
from the record of the individual.
h. Records may be disclosed to the
General Accountability Office for
auditing purposes and for collection of
debts arising from overpayments under
the Railroad Unemployment Insurance
Act, as amended.
i. The last addresses and employer
information may be disclosed to the
Department of Health and Human
Services in conjunction with the Parent
Locator Service.
j. (Standard Disclosure 1.)
k. If a request for information
pertaining to an individual is made by
an official of a labor organization of
which the individual is a member and
the request is made on behalf of the
individual, information from the record
of the individual concerning this benefit
or anticipated benefit may be disclosed
to the labor organization official.
l. Records may be disclosed in a court
proceeding relating to any claims for
benefits by the beneficiary under the
Railroad Unemployment Insurance Act
and may be disclosed during the course
of an administrative appeal to
individuals who need the records to
prosecute or decide the appeal or to
individuals who are requested to
provide information relative to an issue
involved in the appeal.
m. (Standard Disclosure 4.)
n. (Standard Disclosure 7.)
o. Beneficiary identifying and claim
period information may be furnished to
states for the purpose of their notifying
the RRB whether claimants were paid
state unemployment or sickness benefits
and also whether wages were reported
for them. For claimants that a state
identifies as having received state
unemployment benefits, RRB benefit
information may be furnished the state
for the purpose of recovery of the
amount of the duplicate payments
which were made.
p. (Standard Disclosure 2.)
PO 00000
Frm 00008
Fmt 4701
Sfmt 4703
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper.
RETRIEVABILITY:
Name, social security number.
SAFEGUARDS:
Kept in steel file cabinets away from
the general public and are available only
to district office and regional office
personnel.
RETENTION AND DISPOSAL:
Shredded five years after end of
benefit year in which originated.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs—Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s records should be in
writing, including full name, social
security number, and railroad
retirement claim number (if any) of the
individual. Before any information
about any record will be released, the
individual may be required to provide
proof of identity or authorization from
the individual to permit release of
information. Requests should be sent to
the Office of Programs—Director of
Operations, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Individual claimant or his authorized
representative, employers, State
employment and unemployment claims
records, Federal, and Social Security
Administration employer compensation
reports.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
*
*
*
RRB–7
SYSTEM NAME:
Applications for Unemployment
Benefits and Placement Service under
the Railroad Unemployment Insurance
Act.
E:\FR\FM\27DEN2.SGM
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SYSTEM LOCATION:
U.S. Railroad Retirement Board—
Headquarters: 844 N. Rush Street,
Chicago, Illinois 60611–2092; District
Offices: See Appendix I for addresses.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who have applied for
unemployment benefits and
employment service.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, account number, age,
sex, education, employer, occupation,
rate of pay, reason not working and last
date worked, personal interview record,
results of investigations.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 12(l) of the Railroad
Unemployment Insurance Act (45
U.S.C. 362(l)).
PURPOSE(S):
The purpose of this system of records
is to be used as an individual’s UI file.
The records contained in the file are
pertinent to the individual’s claim for
unemployment benefits under the
RUIA.
pwalker on PROD1PC71 with NOTICES2
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Selected information may be
disclosed to prospective employers for
potential job placement.
b. In the event the Board has
determined to designate a person to be
the representative payee of an
incompetent beneficiary, disclosure of
information concerning the benefit
amount and other similar information
may be made to the representative payee
from the record of the individual.
c. Beneficiary identification and
entitlement information may be released
to third party contacts to determine if
incapacity of the beneficiary or potential
beneficiary to understand or use
benefits exists, and to determine the
suitability of a proposed representative
payee.
d. A record from this system of
records may be disclosed 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
information is relevant and necessary to
the requesting agency’s decision on the
matter, provided that disclosure would
VerDate Aug<31>2005
19:00 Dec 26, 2007
Jkt 214001
be clearly in the furtherance of the
interest of the subject individual.
e. Beneficiary identification,
entitlement, and benefit rate
information may be released to the
Treasury Department to control for
reclamation and return of outstanding
benefit payments, to issue benefit
payments, reconcile reports of nondelivery and to insure delivery of
payments to the correct address or
account of the beneficiary or
representative payee.
f. Information may be referred to the
U.S. Postal Service for investigation of
alleged forgery or theft of railroad
unemployment or sickness benefit
checks.
g. Beneficiary identification,
entitlement, and benefit rate
information may be released to the
Social Security Administration, Bureau
of Supplemental Security Income, to
Federal, State, and local welfare or
public aid agencies to assist them in
processing applications for benefits
under their respective programs.
h. The last addresses and employer
information may be disclosed to
Department of Health and Human
Services in conjunction with the Parent
Locator Service.
i. (Standard Disclosure 3.)
j. Records may be disclosed to the
General Accountability Office for
auditing purposes and for collection of
debts arising from overpayments under
the Railroad Unemployment Insurance
Act, as amended.
k. Identifying information such as full
name, address, date of birth, social
security number, employee
identification number, and date last
worked, may be released to any last
employer to verify entitlement for
benefits under the Railroad
Unemployment Insurance Act.
l. (Standard Disclosure 1.)
m. Pursuant to a request from an
employer covered by the Railroad
Retirement Act or the Railroad
Unemployment Insurance Act,
information regarding the Board’s
payment of unemployment or sickness
benefits, the methods by which such
benefits are calculated, entitlement data
and present address will be released to
the requesting employer for the
purposes of determining entitlement to
and rates of private supplemental
pension, sickness or unemployment
benefits and to calculate estimated
benefits due.
n. If a request for information
pertaining to an individual is made by
an official of a labor organization of
which the individual is a member and
the request is made on behalf of the
individual information from the record
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Fmt 4701
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73507
of the individual concerning his benefit
or anticipated benefit and concerning
the method of calculating that benefit
may be disclosed to the labor
organization official.
o. Records may be disclosed in a court
proceeding relating to any claims for
benefits by the beneficiary under the
Railroad Unemployment Insurance Act
and may be disclosed during the course
of an administrative appeal to
individuals who need the records to
prosecute or decide the appeal or to
individuals who are requested to
provide information relative to an issue
involved in the appeal.
p. (Standard Disclosure 4.)
q. (Standard Disclosure 7.)
r. (Standard Disclosure 2.)
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper, electronic records.
RETRIEVABILITY:
Social security number.
SAFEGUARDS:
Paper files stored in locked room;
electronic files accessible by password
and protected by network and physical
security.
RETENTION AND DISPOSAL:
In routine cases, held for three years
after end of benefit year in which
originated. In those with adverse
activities (claims denied), held for five
years after end of benefit year in which
originated. At end of both periods, files
are shredded.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs—Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing,
including the full name, social security
number and railroad retirement claim
number(if any) of the individual. Before
information about any record will be
released, the individual may be required
to provide proof of identity, or
authorization from the individual to
permit release of information. Requests
should be sent to the Office of
Programs—Director of Operations, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092.
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RECORD ACCESS PROCEDURE:
tax purposes only, not to be construed
as an extension of the statutory time
limitation to amend such records.
d. (Standard Disclosure 4.)
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Individual applicant or his authorized
representative, present and former
employers, State and Federal
departments of employment security,
Social Security Administration and
labor organizations.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
*
*
*
*
SYSTEM LOCATION:
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
See Notification section above.
SECURITY CLASSIFICATION:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper.
Name.
SAFEGUARDS:
RRB–8
Records are maintained in areas not
accessible to the public and are not
permitted to be removed without
authorization; secured building.
SYSTEM NAME:
Railroad Retirement Tax
Reconciliation System (Employee
Representatives).
RETENTION AND DISPOSAL:
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
None.
Employee’s representatives’ quarterly
tax returns and tax reporting
reconciliation file are retained for 6
years and 3 months after the period
covered by the records and then are
destroyed by shredding.
SYSTEM MANAGER(S) AND ADDRESS:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Railroad employee representatives
covered under the Railroad Retirement
Act.
Chief Financial Officer, U.S. Railroad
Retirement Board, 844 North Rush
Street, Chicago, Illinois 60611–2092.
NOTIFICATION PROCEDURE:
CATEGORIES OF RECORDS IN THE SYSTEM:
Employee quarterly railroad tax
return.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 15 of the Railroad Retirement
Act of 1974 (45 U.S.C. 231n).
PURPOSE(S):
The purpose of this system is to
ensure that the earnings of employee
representatives reported to the Internal
Revenue Service for tax purposes agree
with earnings reported to the RRB for
benefit payment purposes.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Service and earnings information
may be released to the Internal Revenue
Service and the Treasury Department to
refund excess taxes.
b. Records may be disclosed to the
General Accountability Office for
auditing purposes.
c. Service and earnings information
may be released to employers or former
employers for correcting or
reconstructing earnings records for
railroad retirement, supplemental or
unemployment/sickness employment
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Jkt 214001
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and Social Security number.
Before information about any record is
released, the System Manager may
require the individual to provide proof
of identity or require the requester to
furnish an authorization from the
individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification section above.
See Notification section above.
Railroad tax reports, creditable and
taxable compensation.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
*
*
RRB–9 [Reserved]
*
*
*
*
*
SYSTEM NAME:
Legal Opinion and Correspondence
Files.
Frm 00010
Fmt 4701
Sfmt 4703
The files include a copy of the
question submitted to the legal
department for an opinion and a copy
of the response released. Responses may
be a formal legal opinion, a letter, or a
memorandum. There may be copies of
any correspondence between the agency
and the individual or his/her employer
concerning the question presented.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(6)) and section 12(l) of the
Railroad Unemployment Insurance Act
(45 U.S.C. 362(l)).
PURPOSE(S):
The RRB needs to collect and
maintain information contained in this
system of records in order to make
decisions regarding the claims for
benefits of individual under various
Acts administered by the RRB.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
None.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
Paper.
Name.
SAFEGUARDS:
Stored in areas not accessible to the
public in offices locked during nonbusiness hours; access to these files is
restricted to attorneys and other
authorized Board employees.
RETENTION AND DISPOSAL:
RRB–10
PO 00000
Applicants for benefits under the
Railroad Retirement Act or the Railroad
Unemployment Insurance Act.
RETRIEVABILITY:
RECORD SOURCE CATEGORIES:
None.
*
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
STORAGE:
CONTESTING RECORD PROCEDURE:
*
None.
CATEGORIES OF RECORDS IN THE SYSTEM:
RETRIEVABILITY:
*
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
Opinions of precedential interest or
otherwise of lasting significance, and
correspondence related to these
opinions are retained permanently.
Opinions of limited significance beyond
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the particular case, and correspondence
related to these opinions, are retained in
the individual’s claim folder, if any,
established under the Railroad
Retirement Act. When no folder exists,
these opinions, are destroyed by
shredding 2 years after the date of the
last action taken by the Bureau of Law
on the matter.
SYSTEM MANAGER(S) AND ADDRESS:
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name, social security number and claim
number of the individual. Before
information about any record will be
released, the System Manager may
require the individual to provide proof
of identity or require the requester to
furnish an authorization from the
individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification section above.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
None.
The subject person’s authorized
representative, other record systems
maintained by the Railroad Retirement
Board, employers.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
SYSTEM NAME:
Files on Concluded Litigation.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
Name.
SAFEGUARDS:
Stored in areas not accessible to the
public in offices locked during nonbusiness hours; access to these files is
restricted to attorneys and other
authorized Board employees.
Files relating to cases of precedential
interest are retained permanently. Files
of cases involving routine matters, other
than garnishments, are retained for 5
years after the case is closed, then
shredded. Files relating to garnishment
of benefits are retained until 2 years
after the date garnishment terminates,
then destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
General Counsel, U.S. Railroad
Retirement Board, 844 North Rush
Street, Chicago, Illinois 60611–2092.
pwalker on PROD1PC71 with NOTICES2
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Railroad employees, retired railroad
employees, and individuals with some
creditable railroad service who are
involved in litigation in which the
Railroad Retirement Board has some
interest as a party or otherwise.
CATEGORIES OF RECORDS IN THE SYSTEM:
Legal briefs, reports on legal or factual
issues involving copies of subpoenas
VerDate Aug<31>2005
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Jkt 214001
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and social security number and
claim number of the individual. Before
information about any record will be
released, the System Manager may
PO 00000
Frm 00011
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
The individual himself or his
authorized representative, other record
systems maintained by the Railroad
Retirement Board, employers, the Social
Security Administration.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
*
*
*
RRB–12
Railroad Employees’ Registration File.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
SECURITY CLASSIFICATION:
None.
RECORD ACCESS PROCEDURE:
None.
RETENTION AND DISPOSAL:
RRB–11
require the individual to provide proof
of identity or require the requester to
furnish an authorization from the
individual to permit release of
information.
SYSTEM NAME:
RETRIEVABILITY:
RECORD SOURCE CATEGORIES:
*
The RRB needs to collect and
maintain records of concluded litigation
to which the RRB was a party.
Paper.
See Notification section above.
*
PURPOSE(S):
STORAGE:
CONTESTING RECORD PROCEDURE:
None.
*
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(6)) and section 12(l) of the
Railroad Unemployment Insurance Act
(45 U.S.C. 362(l)).
General Counsel, U.S. Railroad
Retirement Board, 844 North Rush
Street, Chicago, Illinois 60611–2092.
*
which may have been issued, copies of
any motions filed, transcripts of any
depositions taken, garnishment process,
correspondence received and copies of
any correspondence released by the
Board pertaining to the case, copies of
any court rulings, and copies of the final
decision in the case.
Fmt 4701
Sfmt 4703
Individuals who had any employment
for a railroad employer after 1936 who
were assigned Social Security Numbers
beginning with 700 through 728. (Use of
the registration form was discontinued
January 1, 1981.)
CATEGORIES OF RECORDS IN THE SYSTEM:
Railroad employee’s name, address,
social security number, date of birth,
place of birth, mother’s and father’s
names, sex, occupation and employer.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(6)).
PURPOSE(S):
The purpose of the system is to
provide information on railroad
employees who completed Carrier
Employee Registration forms (CER–1) to
apply for a Social Security number
(SSN). The information on these CERA–
1 forms was available only at the
Railroad Retirement Board.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Records which consist of name,
date and place of birth, social security
number, and parents’ names may be
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disclosed to the Social Security
Administration to verify social security
number and date of birth.
b. Records may be disclosed in a court
proceeding relating to any claims for
benefits by the beneficiary under the
Railroad Retirement Act, or
Unemployment Insurance Act and may
be disclosed during the course of an
administrative appeal to individuals
who need the records to prosecute or
decide the appeal or to individuals who
are requested to provide information
relative to an issue involved in the
appeal.
c. (Standard Disclosure 3.)
d. (Standard Disclosure 7.)
RRB–13 through RRB–15 [Reserved]
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
Employees who have at least 48
creditable service months under the
Railroad Retirement Act (RRA) or who
attain eligibility for RRA benefits when
military service is included as creditable
railroad service.
STORAGE:
CATEGORIES OF RECORDS IN THE SYSTEM:
None.
Microfiche.
Social security number.
SAFEGUARDS:
Stored in steel cabinets; available to
authorized unit personnel.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs—Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing,
addressed to the System Manager
identified above, including the full
name and social security number and
claim number of the individual. Before
information about any record will be
released, the System Manager may
require the individual to provide proof
of identity or require the requester to
furnish an authorization from the
individual to permit release of
information.
*
RRB–16
SYSTEM NAME:
Social Security Administration Master
Earnings File.
RETENTION AND DISPOSAL:
SYSTEM LOCATION:
SYSTEM MANAGER(S) AND ADDRESS:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
Office of Programs—Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
SECURITY CLASSIFICATION:
RECORD SOURCE CATEGORIES:
Railroad employee and employer.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
Internal RRB use only.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
RETRIEVABILITY:
Social security account number and
name.
Mainframe computer database;
computer and computer storage rooms
VerDate Aug<31>2005
19:00 Dec 26, 2007
Jkt 214001
See Notification section above.
RECORD SOURCE CATEGORIES:
The purpose of this system of records
is to have Social Security Act earnings
information available to RRB benefit
programs for determinations related to
RRA benefit entitlement and amount.
The records are stored in the
Employment Data Maintenance
database.
None.
*
*
*
RECORD ACCESS PROCEDURE:
PURPOSE(S):
SAFEGUARDS:
*
Requests for information regarding an
individual’s record should be in writing,
including the full name, social security
number and railroad retirement claim
number (if any) of the individual. Before
information about any record will be
released, the individual may be required
to provide proof of identity, or
authorization from the individual to
permit release of information. Such
requests should be sent to the Office of
Programs—Assessment and Training,
Chief of Employer Service and Training
Center, U.S. Railroad Retirement Board,
844 North Rush Street, Chicago, Illinois
60611–2092.
CONTESTING RECORD PROCEDURE:
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
Magnetic disk: permanent.
NOTIFICATION PROCEDURE:
None.
Mainframe computer database.
See Notification section above.
pwalker on PROD1PC71 with NOTICES2
*
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231(b)(6))
Permanent retention.
CONTESTING RECORD PROCEDURE:
*
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
RETENTION AND DISPOSAL:
See Notification section above.
*
Social Security account number,
name, date of birth, gender, social
security claim status, details of earnings
and periods of employment that are
creditable under the Social Security Act
for years after 1936.
RETRIEVABILITY:
RECORD ACCESS PROCEDURE:
*
are restricted to authorized personnel;
on-line query safeguards include a lock/
unlock password system; a terminal
oriented transaction matrix; and an
audit trail.
PO 00000
Frm 00012
Fmt 4701
Sfmt 4703
See Notification section above.
Social Security Administration.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
RRB–17
*
*
*
*
*
SYSTEM NAME:
Appeal Decisions from Initial Denials
for Benefits Under the Provisions of the
Railroad Retirement Act or the Railroad
Unemployment Insurance Act.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Appellants under the provisions of
the Railroad Retirement Act and the
Railroad Unemployment Insurance Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
Narrative of the facts and law
pertinent to the decision made by the
Hearings Officer.
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AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
SYSTEM MANAGER(S) AND ADDRESS:
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(6); sec. 12(l) of the Railroad
Unemployment Insurance Act (45
U.S.C. 362(l)).
Director of Hearings and Appeals,
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
PURPOSE(S):
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and social security number and
claim number of the individual. Before
information about any record will be
released, the System Manager may
require the individual to provide proof
of identity or require the requester to
furnish an authorization from the
individual to permit release of
information.
NOTIFICATION PROCEDURE:
Maintain copies of appeals decisions
issued by the Bureau of Hearings and
Appeals.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. (Standard Disclosure 1.)
b. [reserved]
c. If a request for information
pertaining to an individual is made by
an official of a labor organization of
which the individual is a member and
the request is made on behalf of the
individual, information from the record
of the individual concerning his benefit
or anticipated benefit and concerning
the method of calculating that benefit
may be disclosed to the labor
organization official.
d. Records may be disclosed in a court
proceeding relating to any claims for
benefits by the beneficiary under the
Railroad Retirement Act and may be
disclosed during the course of an
administrative appeal to individuals
who need the records to prosecute or
decide the appeal or to individuals who
are requested to provide information
relative to an issue involved in the
appeal.
e. (Standard Disclosure 4.)
f. (Standard Disclosure 7.)
g. (Standard Disclosure 2.)
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Information furnished by the
appellant or his/her authorized
representative, information developed
by the hearings officer relevant to the
appeal, and information contained in
other record systems maintained by the
Railroad Retirement Board.
RETRIEVABILITY:
Claim number or social security
number, Bureau of Hearings and
Appeals appeal number, or Bureau of
Hearings and Appeal decision number.
SAFEGUARDS:
The decisions are retained for a
period of 2 years and then destroyed by
shredding.
19:00 Dec 26, 2007
Jkt 214001
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper and computer storage media.
RETRIEVABILITY:
Name.
RRB–18
SYSTEM NAME:
RETENTION AND DISPOSAL:
Miscellaneous Payments paid/posted
to the General Ledger by FFS.
Retain at headquarters for two years
then to Chicago Federal Records
Center—GSA will destroy when
authorized by General Accountability
Office.
*
*
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Railroad Retirement Board employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Travel vouchers, miscellaneous
reimbursement vouchers.
PURPOSE(S):
The system is used to pay the
operating expenses of the agency and
PO 00000
Frm 00013
Fmt 4701
Sfmt 4703
SYSTEM MANAGER(S) AND ADDRESS:
Chief Financial Officer, U.S. Railroad
Retirement Board, 844 North Rush
Street, Chicago, Illinois 60611–2092.
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(6)) and Section 12(l) of the
Railroad Unemployment Insurance Act
(45 U.S.C. 362(l)).
RETENTION AND DISPOSAL:
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
Records are maintained in areas not
accessible to the public and are not
permitted to be removed without
authorization; secured building.
*
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Only authorized personnel have
access to these records which are kept
in an office that is locked at the close
of business each day and remains so
until start of business the next day.
a. Identifying information and check
amount may be released to the Treasury
Department to issue checks.
b. Records may be disclosed to the
General Accountability Office for
auditing purposes.
c. Identifying information, check
number, date and amount may be
released to the U.S. Postal Service for
investigation of alleged forgery or theft
of reimbursement checks.
d. (Standard Disclosure 4.)
SAFEGUARDS:
None.
Paper.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
None.
*
*
SECURITY CLASSIFICATION:
STORAGE:
reimbursements as needed to
employees. Payment is made to vendors
for goods and services. Employees are
reimbursed for expenses related to the
performance of their jobs. Payments are
made within Federal limits and
applicable guidelines.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
pwalker on PROD1PC71 with NOTICES2
See Notification section above.
SYSTEM LOCATION:
None.
VerDate Aug<31>2005
RECORD ACCESS PROCEDURE:
73511
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and social security number and
claim number of the individual. Before
information about any record will be
released, the System Manager may
require the individual to provide proof
of identity or require the requester to
furnish an authorization from the
individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification section above.
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CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Employees travel records, memoranda
from Regional Directors, and purchase
orders.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
*
*
*
*
*
RRB–19
SYSTEM NAME:
Cost Accounting Records System.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Railroad Retirement Board employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Time, leave, payroll information, and
supporting documentation relating to
participation in the agency’s transit
benefit program prior to July 2004.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Pay Acts as amended.
pwalker on PROD1PC71 with NOTICES2
PURPOSE(S):
The purpose of this system is to
maintain employee data related to
earnings. This includes hours worked,
time off, and premium pay. It is also
used to calculate employee gross to net
pay based on mandatory and elective
deductions. Earnings data is
accumulated and reported to Federal,
State, and local taxing authorities.
Employee benefit data is reported to the
Office of Personnel Management to
ensure accuracy and proper coverage.
a. Routine uses of records maintained
in the system, including categories of
users, and the purposes of such uses:
b. Salary and tax information may be
disclosed to the Internal Revenue
Service, the Social Security
Administration, and state and city
taxing authorities for tax purposes.
c. Service history including pay,
benefits, salary deductions for
retirement, and other information
necessary may be disclosed to the Office
of Personnel Management for use in the
computation of civil service annuities
and to carry out its Government-wide
personnel management functions.
d. Computer payment information
may be released to the Department of
Treasury for issuance of salary
payments.
VerDate Aug<31>2005
19:00 Dec 26, 2007
Jkt 214001
e. Identification information, check
number, data and amount, plus other
supporting evidence may be forwarded
to the U.S. Postal Service for
investigation of alleged forgery or theft
of salary checks.
f. The last known address and
employer information may be released
to Department of Health and Human
Services in conjunction with the Parent
Locator Service.
g. Records may be disclosed to the
General Accountability Office for
auditing purposes.
h. (Standard Disclosure 4.)
i. A copy of the employee’s Form W–
2, Wage and Tax Statement, or other
similar form containing the name, social
security number, taxable earnings and
amounts withheld, may be released to
the state, city or other local jurisdiction
which is authorized to tax the
employee’s compensation in accordance
with a withholding agreement between
the state, city or other local jurisdiction,
and the Department of the Treasury or
the Social Security Administration, or
in absence thereof, in response to a
written request from an appropriate
official of the taxing jurisdiction to the
Director of Budget and Fiscal
Operations, U.S. Railroad Retirement
Board, 844 Rush Street, Chicago, Illinois
60611.
j. For employees identified as having
defaulted in the repayment of an
obligation incurred under any statutory
authority except the Internal Revenue
Code, the Social Security Act or the U.S.
tariff laws, pertinent payroll
information, including home address
information, may be disclosed to other
Federal agencies for the purpose of
collecting debts owed to those agencies
or the RRB.
k. The names, social security
numbers, home addresses, dates of
birth, dates of hire, quarterly earnings,
employer identifying information, and
State of hire of employees may be
disclosed to the Office of Child Support
Enforcement, Administration for
Children and Families, Department of
Health and Human Services for the
purpose of locating individuals to
establish paternity, establishing and
modifying orders of child support,
identifying sources of income, and for
other child support and enforcement
actions as required by the Personal
Responsibility and Work Opportunity
Reconciliation Act (Welfare Reform Act,
Pub. L. 104–193).
l. Transit benefit program
documentation may be furnished to the
Internal Revenue Service for tax
administration purposes.
PO 00000
Frm 00014
Fmt 4701
Sfmt 4703
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper, tape and microfiche.
RETRIEVABILITY:
Name.
SAFEGUARDS:
Housed in security building and
maintained in areas not accessible to the
public; information released only at
employee’s request or to approved
federal and local authorities.
RETENTION AND DISPOSAL:
Consolidated pay tapes, first two
master tapes, and last two master tapes
for each year: Destroyed by erasing 3
years after close of calendar year in
which prepared. Security record-current
check issue tape: Destroyed by erasing
when National Personnel Records
Center receives second subsequent
document covering same type of
document. Paper: Destroyed by
shredding after 3 years. Microfilm:
Retained until replaced by a new record,
usually within 1 year. Obsolete
microfiche is destroyed by shredding.
SYSTEM MANAGER(S) AND ADDRESS:
Chief Financial Officer, U.S. Railroad
Retirement Board, 844 North Rush
Street, Chicago, Illinois 60611–2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and social security number of the
individual. Before information about
any record will be released, the System
Manager may require the individual to
provide proof of identity or require the
requester to furnish an authorization
from the individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Railroad Retirement Board employees
personnel action, time and attendance
reports, deduction authorizations.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
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RRB–20
SYSTEM NAME:
Health Insurance and Supplementary
Medical Insurance Enrollment and
Premium Payment System (MEDICARE).
SYSTEM LOCATION:
U.S. Railroad Retirement Board—
Headquarters: 844 Rush Street, Chicago,
Illinois 60611; District and Regional
Offices: See Appendix I for addresses.
SECURITY CLASSIFICATION:
None
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Qualified Railroad Retirement
beneficiaries who are eligible for
Medicare coverage, attending
physicians, chiropractors and physical
therapists.
CATEGORIES OF RECORDS IN THE SYSTEM:
Claim number, Social Security
number, name, address, type of
beneficiary under the Railroad
Retirement Act, date of birth, method of
Supplementary Medical Insurance
premium payment, enrollment status,
amount of premium, paid-thru date,
third party premium payment
information, coverage jurisdiction
determination, direct premium billing
and premium refund accounting,
correspondence from beneficiaries,
physicians suspected of over-utilization
and those suspended from payment by
Medicare.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(d) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(d))
PURPOSE(S):
Records in this system are maintained
to administer Title XVIII of the Social
Security Act for qualified railroad
retirement beneficiaries.
pwalker on PROD1PC71 with NOTICES2
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Beneficiary identification,
enrollment status and premium
deductions information may be released
to the Social Security Administration
and the Centers for Medicare &
Medicaid Services to correlate actions
with the administration of Title II and
Title XVIII (MEDICARE) of the Social
Security Act.
b. Beneficiary identification may be
disclosed to third party contacts to
determine if incapacity of the
beneficiary or potential beneficiary to
understand or use benefits exists, and to
determine the suitability of a proposed
representative payee.
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19:00 Dec 26, 2007
Jkt 214001
c. In the event the Board has
determined to designate a person to be
the representative payee of an
incompetent beneficiary, disclosure of
information concerning the benefit
amount and other similar information
may be made from the record of the
individual to the representative payee.
d. Data may be disclosed to
Department of Health and Human
Services for reimbursement for work
done under reimbursement provisions
of Title XVIII of the Social Security Act,
as amended.
e. Jurisdictional clearance, premium
rates, coverage election, paid-through
date, and amounts of payments in
arrears may be released to the Social
Security Administration and the Centers
for Medicare & Medicaid Services to
assist those agencies in administering
Title XVIII of the Social Security Act, as
amended.
f. Beneficiary identifying information,
date of birth, sex, premium rate paid
thru date, and Medicare Part A and Part
B entitlement date/end date may be
disclosed to effect state buy-in and third
party premium payments.
g. Payment data may be disclosed to
consultants to determine reasonable
charges for hospital insurance payments
in Canada.
h. Entitlement data may be disclosed
to primary beneficiaries regarding
secondary beneficiaries (or vice versa)
when the addition of such beneficiary
affects entitlement.
i. (Standard Disclosure 3.)
j. Beneficiary last address information
may be disclosed to Department of
Health and Human Services in
conjunction with the Parent Locator
Service.
k. Beneficiary identification,
entitlement data and rate information
may be released to the Department of
State and embassy officials, to the
American Institute on Taiwan, and to
the Veterans Administration Regional
Office, Philippines, to aid in the
development of applications, supporting
evidence and the continued eligibility of
beneficiaries and potential beneficiaries
living abroad.
l. Records may be released to the
General Accountability Office for
auditing purposes and for collection of
debts arising from overpayments under
Title XVIII of the Social Security Act, as
amended.
m. (Standard Disclosure 1.)
n. Pursuant to a request from an
employer covered by the Railroad
Retirement Act or the Railroad
Unemployment Insurance Act, or from
an insurance company acting as an
agent of an employer, information
regarding the RRB’s determination of
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Frm 00015
Fmt 4701
Sfmt 4703
73513
Medicare entitlement, entitlement data,
and present address may be released to
the requesting employer or insurance
company acting as its agent for the
purposes of either determining
entitlement to and rates of supplemental
benefits under private employer welfare
benefit plans or complying with
requirements of law covering the
Medicare program.
o. If a request for information
pertaining to an individual is made by
an official of a labor organization of
which the individual is a member and
the request is made on behalf of the
individual, information from the record
of the individual concerning his or her
entitlement to Medicare may be
disclosed to the labor organization
official.
p. Records may be disclosed in a court
proceeding relating to any claims for
benefits by the beneficiary under the
Railroad Retirement Act, or Social
Security Act and may be disclosed
during the course of an administrative
appeal to individuals who need the
records to prosecute or decide the
appeal or to individuals who are
requested to provide information
relative to an issue involved in the
appeal.
q. (Standard Disclosure 4.)
r. (Standard Disclosure 7.).
s. Information may be disclosed to the
Department of the Treasury for the
purpose of investigating alleged forgery
or theft of Medicare reimbursement
checks.
t. Information may be disclosed to the
U.S. Postal Service for investigating
alleged forgery or theft of Medicare
checks.
u. (Standard Disclosure 2.)
v. Identifying information about
Medicare-entitled beneficiaries who
may be working may be disclosed to the
Centers for Medicare & Medicaid
Services for the purposes of determining
whether Medicare should be the
secondary payer of benefits for such
individuals.
w. Whether a qualified railroad
retirement beneficiary is enrolled in
Medicare Part A or Part B, and if so, the
effective date(s) of such enrollment may
be disclosed to a legitimate health care
provider, in response to its request,
when such information is needed to
verify Medicare enrollment.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
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POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
RECORD ACCESS PROCEDURE:
STORAGE:
CONTESTING RECORD PROCEDURE:
See Notification section above.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
See Notification section above.
Paper, digital media, magnetic tape
and microfilm.
RECORD SOURCE CATEGORIES:
Records are maintained in areas not
accessible by the public and are not
permitted to be removed from
headquarters without authorization
Applicant (the qualified railroad
beneficiary), his/her representative,
Social Security Administration, Centers
for Medicare & Medicaid Services,
Palmetto Government Benefits
Administrators, Federal, State or local
agencies, their party premium payers,
all other Railroad Retirement Board
files, physicians.
RETENTION AND DISPOSAL:
EXEMPTIONS CLAIMED FOR THE SYSTEM:
RETRIEVABILITY:
Claim number, social security
number, full name.
SAFEGUARDS:
Paper: Computer printouts, including
daily and monthly statistics, premium
payment listings, state-buy-in listings
and voucher listings are kept for 2 years,
transferred to the Federal Records
Center, and destroyed when 5 years old.
Other copies of computer printouts are
maintained for 1 year, then shredded.
Applications material in individual
claim folders with records of all actions
pertaining to the payment or denial or
claims are transferred to the Federal
Record Center, Chicago, Illinois 5 years
after the date of last payment or denial
activity if all benefits have been paid, no
future eligibility is apparent and no
erroneous payments are outstanding.
The claim folder is destroyed 25 years
after the date it is received in the center.
Magnetic tape: Updated weekly.
Obsolete tape is written over.
Microfilm and CD–ROM: Originals are
kept for 3 years, transferred to the
Federal Records Center and destroyed 3
years and 3 months after receipt at the
center. One copy is kept 3 years then
destroyed when 6 months old or no
longer needed for administrative use,
whichever is sooner.
Office of Programs—Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
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NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s records should be in
writing, including the full name, social
security number and railroad retirement
claim number (if any) of the individual.
Before information about any record
will be released, the individual may be
required to provide proof of identity, or
authorization from the individual to
permit release of information. Such
requests should be sent to the Office of
Programs—Director of Operations, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092.
19:00 Dec 26, 2007
Jkt 214001
None.
*
*
*
*
RRB–21
SYSTEM NAME:
Railroad Unemployment and Sickness
Insurance Benefit System
SYSTEM LOCATION:
U.S. Railroad Retirement BoardHeadquarters: 844 Rush Street, Chicago,
Illinois 60611; Regional and District
Offices: See Appendix I for addresses.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Applicants and claimants for
unemployment and sickness (including
maternity) benefits under the Railroad
Unemployment Insurance Act: Some
railroad employees injured at work who
did not apply for Railroad
Unemployment Insurance Act benefits;
all railroad employees paid separation
allowances.
CATEGORIES OF RECORDS IN THE SYSTEM:
SYSTEM MANAGER(S) AND ADDRESS:
VerDate Aug<31>2005
*
Information pertaining to payment or
denial of an individual’s claim for
benefits under the Railroad
Unemployment Insurance Act: Name,
address, sex, Social Security number,
date of birth, total months of railroad
service (including creditable military
service), total creditable compensation
for base year, last employer and date last
worked before applying for benefits, last
rate of pay in base year, reason not
working, applications and claims filed,
benefit information for each claim filed,
disqualification periods and reasons for
disqualification, entitlement to benefits
under other laws, benefit recovery
information about personal injury
claims and pay for time not worked,
medical reports, placement data,
correspondence and telephone inquiries
to and about the claimant, record of
PO 00000
Frm 00016
Fmt 4701
Sfmt 4703
protest or appeal by claimant of adverse
determinations made on his claims.
Section 12(l) of the Railroad
Unemployment Insurance Act (45
U.S.C. 351, et seq.).
PURPOSE(S):
The purpose of this system of records
is to carry out the function of collecting
and storing information in order to
administer the benefit program under
the Railroad Unemployment Insurance
Act.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Beneficiary identifying information
may be disclosed to third party contacts
to determine if incapacity of the
beneficiary or potential beneficiary to
understand or use benefits exists, and to
determine the suitability of a proposed
representative payee.
b. In the event the Board has
determined to designate a person to be
the representative payee of an
incompetent beneficiary, disclosure of
information concerning the benefit
amount and other similar information
may be made to the representative payee
from the record of the individual.
c. Beneficiary identifying information,
address, check rate, date and number
may be released to the Treasury
Department to control for reclamation
and return outstanding benefit
payments, to issue benefit payments,
respond to reports of non-delivery and
to insure delivery of check to the correct
address or account of the beneficiary or
representative payee.
d. Beneficiary identifying
information, address, payment rate, date
and number, plus other necessary
supporting evidence may be released to
the U.S. Postal Service for investigation
of alleged forgery or theft of railroad
unemployment/sickness benefit
payments.
e. A record from this system of
records may be disclosed 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, the issuance of a license,
grant, or other benefit by the requesting
agency, to the extent that the
information is relevant and necessary to
the requesting agency’s decision in the
matter, provided that disclosure would
be clearly in the furtherance of the
interest of the subject individual.
f. Under Section 2(f), the Railroad
Retirement Board has the right to
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recover benefits paid to an employee
who later receives remuneration for the
same period, therefore, the Railroad
Retirement Board may notify the person
or company paying the remuneration of
the Board’s right to recovery and the
amount of benefits to be refunded.
g. Under Section 12(o), the Railroad
Retirement Board is entitled to
reimbursement of sickness benefits paid
on account of the infirmity for which
damages are paid, consequently, the
Railroad Retirement Board may send a
notice of lien to the liable party, and,
upon request by the liable party, advise
the amount of benefits subject to
reimbursement.
h. (Standard Disclosure 3.)
i. Beneficiary identifying information,
rate and entitlement data may be
released to the Social Security
Administration to correlate actions with
the administration of the Social Security
Act.
j. The last addresses and employer
information may be released to
Department of Health and Human
Services in conjunction with the Parent
Locator Service.
k. Benefit rate, entitlement and
periods paid may be disclosed to the
Social Security Administration, Bureau
of Supplemental Security Income to
federal, state and local welfare or public
aid agencies to assist them in processing
applications for benefits under their
respective programs.
l. Beneficiary identifying information,
entitlement, rate and other pertinent
data may be released to the Department
of Labor in conjunction with payment of
benefits under the Federal Coal Mine
and Safety Act.
m. [Reserved]
n. Records may be referred to the
General Accountability Office for
auditing purposes and for collection of
debts arising from overpayments under
the Railroad Unemployment Insurance
Act.
o. If a request for information
pertaining to an individual is made by
an official of a labor organization, of
which the individual is a member,
information from the record of the
individual concerning his benefit or
anticipated benefit and concerning the
method of calculating that benefit may
be disclosed to the labor organization
official.
p. Pursuant to a request from an
employer covered by the Railroad
Retirement Act or the Railroad
Unemployment Insurance Act, or from
an organization under contract to an
employer or employers, information
regarding the Board’s payment of
unemployment or sickness benefits, the
methods by which such benefits are
VerDate Aug<31>2005
19:00 Dec 26, 2007
Jkt 214001
calculated, entitlement data and present
address may be released to the
requesting employer or the organization
under contract to an employer or
employers for the purposes of
determining entitlement to and rates of
private supplemental pension, sickness
or unemployment benefits and to
calculate estimated benefits due.
q. (Standard Disclosure 1.)
r. Records may be disclosed in a court
proceeding relating to any claims for
benefits by the beneficiary under the
Railroad Unemployment Insurance Act
and may be disclosed during the course
of an administrative appeal to
individuals who need the records to
prosecute or decide the appeal or to
individuals who are requested to
provide information relative to an issue
involved in the appeal.
s. (Standard Disclosure 4.)
t. (Standard Disclosure 7.)
u. Beneficiary identifying
information, entitlement data, benefit
rates and periods paid may be released
to the Veterans Administration to verify
continued entitlement to benefits.
v. Identifying information such as full
name, social security number, employee
identification number, date last worked,
occupation, and location last worked
may be released to any last employer to
verify entitlement for benefits under the
Railroad Unemployment Insurance Act.
w. The amount of unemployment
benefits paid, if 10 dollars or more in a
calendar year, and claimant identifying
information, may be furnished to the
Internal Revenue Service for tax
administration purposes.
x. The name and address of a claimant
may be released to a Member of
Congress when the Member requests it
in order that he or she may
communicate with the claimant about
legislation which affects the railroad
unemployment insurance system.
y. Beneficiary identifying and claim
period information may be furnished to
states for the purposes of their notifying
the RRB whether claimants were paid
state unemployment or sickness benefits
and also whether wages were reported
for them. For claimants that a state
identifies as having received state
unemployment or sickness benefits,
RRB benefit information may be
furnished to the state for the purpose of
recovery of the amount of the duplicate
payments which is made.
z. The amount of each sickness
benefit that is subject to a tier 1 railroad
retirement tax and the amount of the tier
1 tax withheld may be disclosed to the
claimant’s last railroad employer to
enable that employer to compute its tax
liability under the Railroad Retirement
Tax Act.
PO 00000
Frm 00017
Fmt 4701
Sfmt 4703
73515
aa. (Standard Disclosure 2.)
bb. The amount of sickness benefits
paid and claimant identifying
information, except for sickness benefits
paid for an on-the-job injury, may be
furnished to the Internal Revenue
Service for tax administration purposes.
cc. Entitlement data and benefit rates
may be released to any court, state
agency, or interested party, or to the
representative of such court, state
agency, or interested party in
connection with contemplated or actual
legal or administrative proceedings
concerning domestic relations and
support matters.
dd. Identifying information and
information about a claim for benefits
filed may be disclosed to an employee’s
base-year railroad employer and the
employee’s most recent railroad
employer, if different, in order to afford
that employer or those employers the
opportunity to submit information
concerning the claim. In addition, after
the claim has been paid, if the base-year
railroad employer appeals the decision
awarding benefits, all information
regarding the claim may be disclosed to
such base-year railroad employer that is
necessary and appropriate for it to fully
exercise its rights of appeal.
ee. Non-medical information relating
to the determination of sickness benefits
may be disclosed to an insurance
company administering a medical
insurance program for railroad workers
for purposes of determining entitlement
to benefits under that program.
ff. Scrambled Social Security number
and complete home address information
of unemployment claimants may be
furnished to the Bureau of Labor
Statistics for use in its Local Area
Unemployment Statistics (LAUS)
program.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper and electronic records,
magnetic and optical media, and
microforms.
RETRIEVABILITY:
Social Security number (claim
number) and name.
SAFEGUARDS:
Paper and microforms: Maintained in
areas not accessible to the public; offices
are locked during non-business hours.
Magnetic tape and magnetic disk;
computer and computer storage rooms
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are restricted to authorized personnel;
on-line query safeguards include a lock/
unlock password system, a terminal
oriented transaction matrix and an audit
trail; for computerized records
electronically transmitted between
headquarters and field office locations,
systems securities are established in
accordance with National Bureau of
Standards guidelines. In addition to the
online query safeguards, they include
encryption of all data transmitted and
exclusive use of leased telephone lines.
Paper: Destroyed by shredding 6 years
and 3 months after the end of the benefit
year in which the file was closed.
Magnetic tape and microform:
destroyed by shredding 6 years and 3
months after the end of the benefit year.
Optical media and electronic media:
destroyed by shredding, pulverizing,
disintegrating, or incineration 6 years
and 3 months after the end of the benefit
year.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs—Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing,
including the full name, Social Security
number and railroad retirement claim
number (if any) of the individual. Before
information about any record will be
released, the individual may be required
to provide proof of identity, or
authorization from the individual to
permit release of information. Requests
should be sent to the Office of
Programs—Director of Operations, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
pwalker on PROD1PC71 with NOTICES2
Applicant, claimant or his or her
representative, physicians, employers,
labor organizations, federal, state, and
local government agencies, all Railroad
Retirement Board files, insurance
companies, attorneys, Congressmen,
liable parties (in personal injury cases),
funeral homes and survivors (for
payment of death benefits).
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
VerDate Aug<31>2005
*
SYSTEM NAME:
Railroad Retirement, Survivor, and
Pensioner Benefit System.
SYSTEM LOCATION:
U.S. Railroad Retirement BoardHeadquarters: 844 Rush Street, Chicago,
Illinois 60611; Regional and District
Offices: See Appendix I for addresses.
SECURITY CLASSIFICATION:
*
19:00 Dec 26, 2007
Jkt 214001
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Applicants for retirement and
survivor benefits, their dependents
(spouses, divorced spouses, children,
parents, grandchildren), individuals
who filed for lump-sum death benefits
and/or residual payments.
CATEGORIES OF RECORDS IN THE SYSTEM:
Information pertaining to the payment
or denial of an individual’s claim for
benefits under the Railroad Retirement
Act: Name, address, Social Security
number, claim number, proofs of age,
marriage, relationship, military service,
creditable earnings and service months
(including military service), entitlement
to benefits under the Social Security
Act, programs administered by the
Veterans Administration, or other
benefit systems, rates, effective dates,
medical reports, correspondence and
telephone inquiries to and about the
beneficiary, suspension and termination
dates, health insurance effective date,
option, premium rate and deduction,
direct deposit data, employer pension
information, citizenship status and legal
residency status (for annuitants living
outside the United States), and tax
withholding information (instructions of
annuitants regarding number of
exemptions claimed and additional
amounts to be withheld, as well as
actual amounts withheld for tax
purposes).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
RECORD SOURCE CATEGORIES:
None.
*
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
None.
RETENTION AND DISPOSAL:
*
RRB–22
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (U.S.C.
231f(b)(6)).
PURPOSE(S):
Records in this system of records are
maintained to administer the benefit
provisions of the Railroad Retirement
Act, sections of the Internal Revenue
Code related to the taxation of railroad
retirement benefits, and Title XVIII of
the Social Security Act as it pertains to
Medicare coverage for railroad
retirement beneficiaries.
PO 00000
Frm 00018
Fmt 4701
Sfmt 4703
a. Beneficiary identifying information
may be disclosed to third party contacts
to determine if incapacity of the
beneficiary or potential beneficiary to
understand or use benefits exists, and to
determine the suitability of a proposed
representative payee.
b. In the event the Board has
determined to designate a person to be
the representative payee of an
incompetent beneficiary, disclosure of
information concerning the benefit
amount and other similar information
may be made to the representative payee
from the record of the individual.
c. Entitlement and benefit rates may
be released to primary beneficiaries
regarding secondary beneficiaries (or
vice versa) when the addition of such
beneficiary affects either the entitlement
or benefit payment.
d. Identifying information such as full
name, address, date of birth, social
security number, employee
identification number, and date last
worked, may be released to any last
employer to verify entitlement for
benefits under the Railroad Retirement
Act.
e. Beneficiary identifying information,
address, check rates, number and date
may be released to the Department of
the Treasury to control for reclamation
and return of outstanding benefit
payments, to issue benefit payments, act
on report of non-receipt, to insure
delivery of payments to the correct
address of the beneficiary or
representative payee or to the proper
financial organization, and to
investigate alleged forgery, theft or
unlawful negotiation of railroad
retirement benefit checks or improper
diversion of payments directed to a
financial organization.
f. Beneficiary identifying information,
address, check rate, date, number and
other supporting evidence may be
released to the U.S. Postal Service for
investigation of alleged forgery or theft
of railroad retirement or social security
benefit checks.
g. Beneficiary identifying information,
entitlement data, medical evidence and
related evaluatory data and benefit rate
may be released to the Social Security
Administration and the Centers for
Medicare & Medicaid Services to
correlate actions with the
administration of Title II and Title XVIII
of the Social Security Act, as amended.
h. Beneficiary identifying
information, including social security
account number, and supplemental
annuity amounts may be released to the
Internal Revenue Service, State and
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local taxing authorities for tax purposes
(Form G–1099, for those annuitants
receiving supplemental annuities).
i. Beneficiary identifying information,
entitlement, benefit rates, medical
evidence and related evaluatory data,
and months paid may be furnished to
the Veterans Administration for the
purpose of assisting that agency in
determining eligibility for benefits or
verifying continued entitlement to and
the correct amount of benefits payable
under programs which it administers.
j. Beneficiary identifying information,
entitlement data and benefit rates may
be released to the Department of State
and embassy and consular officials, the
American Institute on Taiwan, and to
the Veterans Administration Regional
Office, Philippines, to aid in the
development of applications, supporting
evidence, and the continued eligibility
of beneficiaries and potential
beneficiaries living abroad.
k. Beneficiary identifying information,
entitlement, benefit rates and months
paid may be released to the Social
Security Administration (Bureau of
Supplemental Security Income) the
Centers for Medicare & Medicaid
Services, to federal, state and local
welfare or public aid agencies to assist
them in processing applications for
benefits under their respective
programs.
l. The last addresses and employer
information may be released to the
Department of Health and Human
Services in conjunction with the Parent
Locator Service.
m. Beneficiary identifying
information, entitlement, rate and other
pertinent data may be released to the
Department of Labor in conjunction
with payment of benefits under the
Federal Coal Mine and Safety Act.
n. [Reserved]
o. Medical evidence may be released
to Board-appointed medical examiners
to carry out their functions.
p. Information obtained in the
administration of Title XVIII (Medicare)
which may indicate unethical or
unprofessional conduct of a physician
or practitioner providing services to
beneficiaries may be released to
Professional Standards Review
Organizations and State Licensing
Boards.
q. Information necessary to study the
relationship between benefits paid by
the Railroad Retirement Board and civil
service annuities may be released to the
Office of Personnel Management.
r. Records may be disclosed to the
General Accountability Office for
auditing purposes and for collection of
debts arising from overpayments under
Title II and Title XVIII of the Social
VerDate Aug<31>2005
19:00 Dec 26, 2007
Jkt 214001
Security Act, as amended, or the
Railroad Retirement Act.
s. (Standard Disclosure 3.)
t. (Standard Disclosure 1.)
u. Pursuant to a request from an
employer covered by the Railroad
Retirement Act or the Railroad
Unemployment Insurance Act, or from
an organization under contract to an
employer or employers, information
regarding the Board’s payment of
retirement benefits, the methods by
which such benefits are calculated,
entitlement data and present address
may be released to the requesting
employer or the organization under
contract to an employer or employers
for the purposes of determining
entitlement to and rates of private
supplemental pension, sickness or
unemployment benefits and to calculate
estimated benefits due.
v. If a request for information
pertaining to an individual is made by
an official of a labor organization of
which the individual is a member and
the request is made on behalf of the
individual, information from the record
of the individual concerning his benefit
or anticipated benefit and concerning
the method of calculating that benefit
may be disclosed to the labor
organization official.
w. Records may be disclosed in a
court proceeding relating to any claims
for benefits by the beneficiary under the
Railroad Retirement Act, and may be
disclosed during the course of an
administrative appeal to individuals
who need the records to prosecute or
decide the appeal or to individuals who
are requested to provide information
relative to an issue involved in the
appeal.
x. (Standard Disclosure 4.)
y. (Standard Disclosure 7.)
z. The amount of a residual lump-sum
payment and the identity of the payee
may be released to the Internal Revenue
Service for tax audit purposes.
aa. The amount of any death benefit
or annuities accrued but unpaid at death
and the identity of such payee may be
released to the appropriate state taxing
authorities for tax assessment and
auditing purposes.
bb. Beneficiary identifying
information, including but not limited
to name, address, social security
account number, payroll number and
occupation, the fact of entitlement and
benefit rate may be released to the
Pension Benefit Guaranty Corporation to
enable that agency to determine and pay
supplemental pensions to qualified
railroad retirees.
cc. Medical records may be disclosed
to vocational consultants in
administrative proceedings.
PO 00000
Frm 00019
Fmt 4701
Sfmt 4703
73517
dd. Date employee filed application
for annuity to the last employer under
the Railroad Retirement Act for use in
determining entitlement to continued
major medical benefits under insurance
programs negotiated with labor
organizations.
ee. Information regarding the
determination and recovery of an
overpayment made to an individual may
be released to any other individual from
whom any portion of the overpayment
is being recovered.
ff. The name and address of an
annuitant may be released to a Member
of Congress when the Member requests
it in order that he or she may
communicate with the annuitant about
legislation which affects the railroad
retirement system.
gg. Certain identifying information
about annuitants, such as name, social
security number, RRB claim number,
and date of birth, as well as address,
year and month last worked for a
railroad, last railroad occupation,
application filing date, annuity
beginning date, identity of last railroad
employer, total months of railroad
service, sex, disability onset date,
disability freeze onset date, and cause
and effective date of annuity
termination may be furnished to
insurance companies for administering
group life and medical insurance plans
negotiated between certain participating
railroad employers and railway labor
organizations.
hh. For payments made after
December 31, 1983, beneficiary
identifying information, address,
amounts of benefits paid and repaid,
beneficiary withholding instructions,
and amounts withheld by the RRB for
tax purposes may be furnished to the
Internal Revenue Service for tax
administration purposes.
ii. (Standard Disclosure 2.)
jj. Last address and beneficiary
identifying information may be
furnished to railroad employers for the
purpose of mailing railroad passes to
retired employees and their families.
kk. Entitlement data and benefits rates
may be released to any court, state
agency, or interested party, or to the
representative of such court, state
agency, or interested party, in
connection with contemplated or actual
legal or administrative proceedings
concerning domestic relations and
support matters.
ll. Identifying information about
annuitants and applicants may be
furnished to agencies and/or companies
from which such annuitants and
applicants are receiving or may receive
worker’s compensation, public pension,
or public disability benefits in order to
E:\FR\FM\27DEN2.SGM
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verify the amount by which Railroad
Retirement Act benefits must be
reduced, where applicable.
mm. Disability annuitant identifying
information may be furnished to state
employment agencies for the purpose of
determining whether such annuitants
were employed during times they
receive disability benefits.
nn. Identifying information about
Medicare-entitled beneficiaries who
may be working may be disclosed to the
Centers for Medicare & Medicaid
Services for the purposes of determining
whether Medicare should be the
secondary payer of benefits for such
individuals.
oo. Disclosure of information in claim
folders is authorized for bonafide
researchers doing epidemiological/
mortality studies approved by the RRB
who agree to record only information
pertaining to deceased beneficiaries.
pp. Identifying information for
beneficiaries, such as name, SSN, and
date of birth, may be furnished to the
Social Security Administration and to
any State for the purpose of enabling the
Social Security Administration or State
through a computer or manual matching
program to assist the RRB in identifying
surviving spouse beneficiaries who
remarried but who may not have
notified the RRB of their remarriage.
qq. An employee’s date last worked,
annuity filing date, annuity beginning
date, and the month and year of death
may be furnished to AMTRAK when
such information is needed by
AMTRAK to make a determination
whether to award a travel pass to either
the employee or the employee’s widow.
rr. The employee’s Social Security
number may be disclosed to an
individual eligible for railroad
retirement benefits on the employee’s
earnings record when the employee’s
Social Security number would be
contained in the railroad retirement
claim number.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
Paper, microforms, magnetic tape and
magnetic disk.
pwalker on PROD1PC71 with NOTICES2
RETRIEVABILITY:
Claim number, Social Security
number and full name.
SAFEGUARDS:
Papers and microforms: Maintained in
areas not accessible to the public, offices
Jkt 214001
Paper: Individual claim folders with
records of all actions pertaining to the
payment of claims are transferred to the
Federal Records Center, Chicago,
Illinois 5 years after the date of last
payment or denial activity if all benefits
have been paid, no future eligibility is
apparent and no erroneous payments
are outstanding. The claim folder is
destroyed 25 years after the date it is
received in the center. Account
receivable listings and checkwriting
operations daily activity listings are
transferred to the Federal Records
Center 1 year after the date of issue and
are destroyed 6 years and 3 months after
receipt at the center. Other paper
listings are destroyed 1 year after the
date of issue. Change of address source
documents are destroyed after 1 year.
Microforms—Originals are kept for 3
years, transferred to the Federal Records
Center, and destroyed when 8 years old.
One duplicate copy is kept 2 years and
destroyed by shredding. All other
duplicate copies are kept 1 year and
destroyed by shredding.
Magnetic tape: Magnetic tape records
are used to daily update the disk file,
are retained for 90 days and then
written over. For disaster recovery
purposes certain tapes are stored 12–18
months.
SYSTEM MANAGER(S) AND ADDRESS:
STORAGE:
19:00 Dec 26, 2007
RETENTION AND DISPOSAL:
MAGNETIC DISK: CONTINUALLY UPDATED AND
PERMANENTLY RETAINED.
None.
VerDate Aug<31>2005
are locked during non-business hours.
Magnetic tape and magnetic disk:
Computer and computer storage rooms
are restricted to authorized personnel;
on-line query safeguards include a lock/
unlock password system, a terminal
oriented transaction matrix and an audit
trail; for computerized records
electronically transmitted between
headquarters and field office locations,
system securities are established in
accordance with National Institute of
Standards and Technology guidelines.
In addition to the on-line query
safeguards, they include encryption of
all data transmitted and exclusive use of
leased telephone lines.
Office of Programs—Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s records should be in
writing, including the full name, Social
Security number and railroad retirement
claim number(if any) of the individual.
Before information about any records
will be released, the individual may be
PO 00000
Frm 00020
Fmt 4701
Sfmt 4703
required to provide proof of identity, or
authorization from the individual to
permit release of information. Requests
should be sent to the Office of
Programs—Director of Operations, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Individual applicants or their
representatives, railroad employers,
other employers, physicians, labor
organizations, federal, state and local
government agencies, attorneys, funeral
homes, congressmen, schools, foreign
government.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
*
*
*
RRB–23 through RRB–25 [Reserved]
*
*
*
*
*
RRB–26
SYSTEM NAME:
Payment, Rate and Entitlement
History File.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who have received or are
receiving benefits under the Railroad
Retirement Act or the Social Security
Act, including retired and disabled
railroad employees, their qualified
spouses, dependents, and survivors, and
recipients of other, non-recurring
benefits.
CATEGORIES OF RECORDS IN THE SYSTEM:
Data supporting the benefits and
historical data recording the benefits
paid to the above categories of
individuals under the Railroad
Retirement and Social Security Acts.
Includes name, address, social security
number, claim number, date of birth,
dates of military service, creditable
service months, amounts of benefits
received under the Social Security Act,
components of and final rates payable
under the Railroad Retirement Act,
health insurance premium deduction,
direct deposit data, employer pension
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information and tax withholding
information (actual amounts withheld
for tax purposes).
RETRIEVABILITY:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
SAFEGUARDS:
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(6))
Access is limited to authorized
personnel only.
By claim number or beneficiary’s
Social Security number.
RETENTION AND DISPOSAL:
PURPOSE(S):
The purpose of this system is to
record in one file all data concerning
payment, rate, and entitlement history
for recipients of Railroad Retirement
benefits.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. (Standard Disclosure 3.)
b. Records may be released to the
Internal Revenue Service for the
purpose of their checking amounts
shown on individual tax returns as
pensions and annuities received under
the Railroad Retirement Act.
c. Benefit data regarding persons who,
it is determined, are both RRB and VA
beneficiaries may be furnished to the
Veterans Administration for the purpose
of assisting the VA in the administration
of its income dependent benefit
programs.
d. Disability annuitant identifying
information may be furnished to state
employment agencies for the purpose of
determining whether such annuitants
were employed during times they
receive disability benefits.
e. Identifying information about
Medicare-entitled beneficiaries who
may be working may be disclosed to the
Centers for Medicare & Medicaid
Services for the purposes of determining
whether Medicare should be the
secondary payer of benefits for such
individuals.
f. Benefit information may be
furnished to state agencies for the
purposes of determining entitlement or
continued entitlement to state incomedependent benefits and, if entitled, to
adjusting such benefits to the amount to
which the individual is entitled under
state law, provided the state agency
furnishes identifying information for the
individuals for whom it wants the RRB
benefit information.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
pwalker on PROD1PC71 with NOTICES2
None.
Supervisory Data Manager, Bureau of
Information Services, Information
Resources Management Center, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and social security number and
claim number of the individual. Before
information about any record will be
released, the System Manager may
require the individual to provide proof
of identity or require the requester to
furnish an authorization from the
individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Transmissions from the following
computerized systems: Railroad
Retirement Act benefit payment; Social
Security benefit payment; disability
rating decisions; and primary insurance
amount calculations.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
*
*
*
*
STORAGE:
Magnetic tape and magnetic disk.
19:00 Dec 26, 2007
Jkt 214001
*
Claim number, social security
number, date of birth, and
administrative cost and payment data
on imputed and actual social security
benefits.
Section 7(c)(2) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(c)(2))
PURPOSE(S):
The purpose of this system is to
calculate benefit amounts required to
determine the financial interchange
transfer amounts each year.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Findings, including individual
records, may be released to the Social
Security Administration, determining
amounts which, if added to or
subtracted from the OASDI Trust Funds,
would place the Social Security
Administration in the position it would
have been if employment covered by the
Railroad Retirement Act had been
covered by the Social Security and
Federal Insurance Contributions Acts.
b. Information may be released to the
General Accountability Office for
auditing purposes.
c. (Standard Disclosure 3.)
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Magnetic media, paper and computer
hard disk.
Claim and social security account
numbers.
SYSTEM NAME:
Railroad Retirement Board-Social
Security Administration Financial
Interchange System
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
One-percent sample of former railroad
employees and members of their
Frm 00021
CATEGORIES OF RECORDS IN THE SYSTEM:
RETRIEVABILITY:
RRB–27
PO 00000
families who would have been eligible
for social security benefits if railroad
employment had been covered by the
social security system.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
SYSTEM MANAGER(S) AND ADDRESS:
SECURITY CLASSIFICATION:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
VerDate Aug<31>2005
Magnetic tapes are retained for 2 years
then written over; magnetic disk files
are retained permanently.
73519
Fmt 4701
Sfmt 4703
SAFEGUARDS:
Records are maintained in areas not
accessible to the public and are not
permitted to be removed.
RETENTION AND DISPOSAL:
Retained indefinitely, except that
periodically, inactive materials are sent
to the Federal Records Center to be
retained for ten years, then destroyed by
the General Services Administration.
SYSTEM MANAGER(S) AND ADDRESS:
Chief of Financial Interchange,
Bureau of the Actuary, U.S. Railroad
E:\FR\FM\27DEN2.SGM
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Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices
Retirement Board, 844 North Rush
Street, Chicago, Illinois 60611–2092
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
NOTIFICATION PROCEDURE:
None.
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and social security account
number and claim number of the
individual. Before information about
any record will be released, the System
Manager may require the individual to
provide proof of identity or require the
requester to furnish an authorization
from the individual to permit release of
information.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Magnetic media, paper, and computer
hard disk.
RETRIEVABILITY:
Social Security account number.
SAFEGUARDS:
RECORD ACCESS PROCEDURE:
Records are maintained in areas not
accessible to the public and are not
permitted to be removed; secured
building.
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Original reports are kept for 6 years.
Final summarized file is kept for 5
years.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
SYSTEM MANAGER(S) AND ADDRESS:
None.
*
*
Chief of Benefit and Employment
Analysis, Bureau of the Actuary, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092
*
*
*
RRB–28 [Reserved]
*
*
*
*
*
NOTIFICATION PROCEDURE:
RRB–29
SYSTEM NAME:
Railroad Employees’ Annual Gross
Earnings Master File
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and social security account
number and claim number of the
individual. Before information about
any record will be released, the System
Manager may require the individual to
provide proof of identity or require the
requester to furnish an authorization
from the individual to permit release of
information.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Railroad Retirement Board employees
who have submitted suggestions or have
been nominated for awards.
CATEGORIES OF RECORDS IN THE SYSTEM:
Employee suggestions, special
achievement awards, quality increase
awards, public service awards,
government-sponsored awards,
performance awards, and time off
awards.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Chapter 45, Title 5, U.S. Code.
See Notification section above.
CONTESTING RECORD PROCEDURE:
CATEGORIES OF RECORDS IN THE SYSTEM:
See Notification section above.
Gross earnings by individual by
month, quarter or year.
RECORD SOURCE CATEGORIES:
Railroad employers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(c)(2) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(c)(2)).
*
*
*
The purpose of this system is to
maintain gross earnings reports for
Financial Interchange sample
employees for use in the calculation of
payroll tax amounts used in the
financial interchange determinations.
19:00 Dec 26, 2007
Jkt 214001
*
*
*
*
*
RRB–33
SYSTEM NAME:
Federal Employee Incentive Awards
System.
PO 00000
Frm 00022
Fmt 4701
Sfmt 4703
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Information may be released to the
public media for public relations
purposes.
b. Records may be disclosed to the
General Accountability Office for
auditing purposes.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper.
System indexed by number assigned
when suggestion or nomination is
received. Suggestions are crossreferenced by name of suggester and
subject of suggestion.
Only authorized staff has access to the
files.
RETENTION AND DISPOSAL:
RRB–30 through RRB–32 [Reserved]
PURPOSE(S):
VerDate Aug<31>2005
None.
*
Past suggestion and award
nominations and awards presented are
maintained to provide historical and
statistical records.
SAFEGUARDS:
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
PURPOSE(S):
RETRIEVABILITY:
RECORD ACCESS PROCEDURE:
Railroad workers whose Social
Security account number ends in ‘‘30’’.
pwalker on PROD1PC71 with NOTICES2
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
RETENTION AND DISPOSAL:
The Social Security Administration
and other Railroad Retirement Board
files.
SYSTEM LOCATION:
Denied suggestions are purged and
destroyed five years after denial date.
Adopted suggestions are retained
permanently as are all special
achievement awards, quality increase
and public service awards, RRB Award
for Excellence, and governmentsponsored awards.
E:\FR\FM\27DEN2.SGM
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Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices
SYSTEM MANAGER(S) AND ADDRESS:
Director of Human Resources, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092.
position descriptions, task lists and
performance plans, information
concerning training received and
seminars attended, and miscellaneous
correspondence.
NOTIFICATION PROCEDURE:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and social security number of the
individual. Before information about
any record will be released, the System
Manager may require the individual to
provide proof of identity or require the
requester to furnish an authorization
from the individual to permit release of
information.
Section 7(b)(9) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(9)) and 5 U.S.C. Part III.
RECORD ACCESS PROCEDURE:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
a. (Standard Disclosure 1.)
b. Records may be disclosed in a court
proceeding and may be disclosed during
the course of an administrative appeal
to individuals who need the records to
prosecute or decide the appeal or to
individuals who are requested to
provide information relative to an issue
involved in the appeal.
c. A record from this system of
records may be disclosed 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 letter
of a contract, or the issuance of a
license, grant, or other benefit by the
requesting agency, to the extent that the
information is relevant and necessary to
the requesting agency’s decision on the
matter.
d. (Standard Disclosure 4.)
e. Information in this system of
records may be released to the attorney
representing such individual, upon
receipt of a written letter or declaration
stating the fact of representation, subject
to the same procedures and regulatory
prohibitions as the subject individual.
f. (Standard Disclosure 2.)
Current employees of the U.S.
Railroad Retirement Board.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Suggestion or award submitted by
suggester or nominator. Suggestions
submitted by employees;
recommendations for award submitted
by supervisory personnel.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
*
*
*
RRB–34
SYSTEM NAME:
Employee Personnel Management
Files.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
None.
pwalker on PROD1PC71 with NOTICES2
Name, address and phone number of
the person to notify in case of
emergency and personal physician;
copies of SF–52, Request for Personnel
Action, SF–50, Personnel Action,
service computation date form,
performance ratings, other awards and
nominations for recognition,
supervisory informal and formal written
notes, memorandums, etc., relative to
admonishment, caution, warnings,
reprimand or similar notices, withingrade increase materials, SF–171,
Employment Application, official
19:00 Dec 26, 2007
Jkt 214001
The system is maintained to provide
information to managers and
supervisors to assist in their work, and
meet OPM regulations.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
The paper folder is maintained for the
period of the employee’s service in the
agency and is then transferred to the
National Personnel Records Center for
storage or, to the next employing
Federal agency. Other records are either
retained at the agency for various
lengths of time in accordance with the
National Archives and Records
Administration records schedules or
destroyed when they have served their
purpose or when the employee leaves
the agency.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Human Resources, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be addressed
to the System Manager identified above,
including the full name and social
security number of the individual.
Before information about any record
will be released, the System Manager
may require the individual to provide
proof of identity or require the requester
to furnish an authorization from the
individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Employee, agency officials and
management personnel.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
*
*
*
RRB–35 [Reserved]
*
*
*
*
*
RRB–36
SYSTEM NAME:
Complaint, Grievance, Disciplinary
and Adverse Action Files.
None.
CATEGORIES OF RECORDS IN THE SYSTEM:
VerDate Aug<31>2005
PURPOSE(S):
RETENTION AND DISPOSAL:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper and magnetic disk.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
RETRIEVABILITY:
None.
Name of employee.
SAFEGUARDS:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Kept in lockable file cabinets or
lockable desks in secured building,
access limited to authorized personnel,
limited access to automated system.
Railroad Retirement Board employees
who are the subjects of disciplinary or
adverse actions or who have filed a
complaint or grievance.
PO 00000
Frm 00023
Fmt 4701
Sfmt 4703
E:\FR\FM\27DEN2.SGM
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Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices
CATEGORIES OF RECORDS IN THE SYSTEM:
SYSTEM MANAGER(S) AND ADDRESS:
CATEGORIES OF RECORDS IN THE SYSTEM:
Information relating to proposals and
decisions in cases of discipline and
adverse actions; including supporting
documents; information relating to
grievances filed under the agency and
negotiated grievance procedures,
including the grievance, final decision
and any evidence submitted by the
employee and/or the agency in support
of or contesting the grievance.
Director of Human Resources, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092
Name, address, Social Security
number, Railroad Retirement claim
number, whether salary or benefit and if
benefit type of benefit previously paid,
amount of overpayment, debt
identification number, cause of
overpayment, source of overpayment,
original debt amount, current balance of
debt, installment repayment history,
recurring accounts receivable
administrative offset history, waiver,
reconsideration and debt appeal status,
general billing, dunning, referral,
collection, and payment history, amount
of interest and penalties assessed and
collected, name of Federal agency to
which account is referred for collection,
date of such referral and amount
collected.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Title 5 U.S.C. sections 7503(c),
7513(e), 7543(e).
PURPOSE(S):
The purpose of this system of records
is to maintain information related to
grievances, disciplinary actions, and
adverse actions in order to furnish
information to arbitrators, EEO
investigators, the Merit Systems
protection Board, the Federal Labor
Relations Authority, and the Courts, as
necessary. The information is also used
for statistical purposes, as needed.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. (Standard Disclosure 1.)
b. Information in this system of
records may be released to the attorney
representing such individual, upon
receipt of a written letter or declaration
stating the fact of representation, subject
to the same procedures and regulatory
prohibitions as the subject individual.
c. Records may be disclosed to
officials of the Merit Systems Protection
Board, including the Office of Special
Counsel; the Federal Labor Relations
Authority and its General Counse; or the
Equal Employment Opportunity
Commission when requested in the
performance of their authorized duties.
d. (Standard Disclosure 2.)
STORAGE:
Paper.
RETRIEVABILITY:
Name of employee.
pwalker on PROD1PC71 with NOTICES2
SAFEGUARDS:
Maintained in locked file cabinets in
an area not accessible to the public.
19:00 Dec 26, 2007
Jkt 214001
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
The Railroad Retirement Board
employee, the employee’s supervisor,
bureau or regional director, the
executive director, or the employee’s
representative.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
*
*
*
*
*
RRB–37 through RRB–41 [Reserved]
*
*
*
*
*
RRB–42
SYSTEM NAME:
Overpayment Accounts.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
VerDate Aug<31>2005
RECORD ACCESS PROCEDURE:
None.
None.
Maintained for four years, then
destroyed by shredding.
Requests for information regarding an
individual’s record should be addressed
to the System Manager identified above
and should include the name and social
security number of the individual
involved. Before information about any
record will be released, the System
Manager may require the individual to
provide proof of identity or require the
requester to furnish an authorization
from the individual to permit release of
information.
SECURITY CLASSIFICATION:
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
RETENTION AND DISPOSAL:
NOTIFICATION PROCEDURE:
Individuals or businesses who were
overpaid in the salaries or benefits they
received from the Railroad Retirement
Board. Benefits overpaid are further
delineated in the following two
categories.
—Individuals or businesses overpaid
the following types of annuities or
benefits payable under the Railroad
Retirement Act: retirement, disability,
supplemental, and survivor.
—Individuals overpaid
unemployment or sickness insurance
benefits payable under the Railroad
Unemployment Insurance Act.
PO 00000
Frm 00024
Fmt 4701
Sfmt 4703
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Sec. 7(b)(6) of the Railroad Retirement
Act of 1974 (45 U.S.C. 231f(b)(6)); sec.
12(l) of the Railroad Unemployment
Insurance Act (45 U.S.C. 362(l)); Pub. L.
97–92, Joint Resolution; Pub. L. 97–365
(Debt Collection Act of 1982); Federal
Claims Collection Act (31 U.S.C. 3701 et
seq.); Pub. L. 104–134 (Debt Collection
Improvement Act of 1996), 5 U.S.C.
section 5514 and 20 CFR part 361.
PURPOSE(S):
The records in this system are created,
monitored and maintained to enable the
Railroad Retirement Board to fulfill
regulatory and statutory fiduciary
responsibilities to its trust funds, the
individuals to whom it pays salaries or
benefits and the Federal Government as
directed under the Railroad Retirement
Act, Railroad Unemployment Insurance
Act, Debt Collection Act of 1982,
Federal Claims Collection Improvement
Act of 1998. These responsibilities
include: Accurate and timely
determination of debt; sending timely,
accurate notice of the debt with correct
repayment and rights options; taking
correct and timely action when rights/
appeals have been requested; assessing
appropriate charges; using all
appropriate collection tools, releasing
required, accurate reminder notices; and
correctly and timely entering all
recovery, write-off and waiver offsets to
debts.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Benefit overpayment amounts,
history of collectible, history of
collection efforts and identification
information (name, address, Social
Security number, Railroad Retirement
claim number) whether salary or benefit
overpayment, if benefit, type of benefit,
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may be disclosed to agencies of the
Federal government for the purpose of
recovering overpayments.
b. Records may be disclosed to the
General Accountability Office for
auditing purposes.
c. (Standard Disclosure 4.)
d. (Standard Disclosure 1.)
e. If a request for information
pertaining to an individual is made by
an official of a labor organization of
which the individual is a member and
the request is made on behalf of the
individual, information from the record
of the individual concerning his
overpayment may be disclosed to the
labor organization official.
f. (Standard Disclosure 2.)
g. Debtors’ names, Social Security
Numbers, Railroad Retirement claim
numbers, and the amounts of debts
owed may be disclosed to the Defense
Manpower Data Center of the
Department of Defense, to the Office of
Personnel Management, and to the
Postal Service to conduct computer
matching programs for the purpose of
identifying and locating individuals
who are receiving Federal salaries or
benefit payments and delinquent in
their repayment of debts owed to the
U.S. Government under certain
programs administered by the Railroad
Retirement Board in order to collect the
debts under the provisions of the Debt
Collection Act of 1982 (Pub. L. 97–365)
by voluntary repayment, or by
administrative or salary offset
procedures.
h. Debtors’ names, Social Security
Numbers, the amounts of debts owed,
and the history of the debts, may be
released to any Federal agency for the
purpose of enabling such agency to
collect debts on RRB’s behalf by
administrative or salary offset under the
provisions of the Debt Collection Act of
1982 (Pub. L. 97–365).
i. Debtors’ names, Social Security
Numbers, Railroad Retirement claims
numbers, accounts of debts, history of
the debts, and other relevant and
necessary information may be disclosed
to the Financial Management Service,
Department of the Treasury, for the
purpose of recovery of debts under the
provisions of the Debt Collection
Improvement Act of 1996.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
pwalker on PROD1PC71 with NOTICES2
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper, magnetic tape, and magnetic
disk.
VerDate Aug<31>2005
19:00 Dec 26, 2007
Jkt 214001
RETRIEVABILITY:
NOTIFICATION PROCEDURE:
Salary overpayments retrievable by
Social Security number and name.
Benefit overpayments retrievable by
Social Security number, Railroad
Retirement claim number, and name.
Requests for information regarding an
individual’s salary overpayment record
should be in writing addressed to the
Director, General Services
Administration National Payroll Center
at the address above.
Requests for information regarding an
individual’s or business’ benefit
overpayment record should be in
writing addressed to the System
Manager identified above, including the
full name, claim number, and social
security number of the individual.
Before information about any record
will be released, the System Manager
may require the individual to provide
proof of identity or require the requester
to furnish an authorization from the
individual to permit release of
information.
SAFEGUARDS:
Salary overpayment records are
maintained at the General Services
Administration under safeguards equal
to those of the Railroad Retirement
Board (see GSA–PPFM–9). All benefit
overpayment records are maintained in
a secured building in areas not
accessible to the public and are
restricted to personnel whose official
duties require access. Paper: Records are
stored in locked file cabinets. Magnetic
tape and magnetic disk: Computer and
computer storage rooms are restricted to
authorized personnel; on-line query
safeguards include a lock/unlock
password system, terminal oriented
transaction matrix, and an audit trail.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RETENTION AND DISPOSAL:
Salary overpayments are maintained
at the General Services Administration
and follow that agency’s retention and
disposal guidelines.
Benefit overpayments are initially
maintained in an on-line database.
Overpayments are removed five years
after balances reach 0.00. These records
are identified and removed annually.
Overpayments declared uncollectible
and written off are removed ten years
after being so declared. Removed
records are written to tape and disk. The
information written is general case
history, which includes cause and type
of overpayment, regular recovery
actions, account adjustments resulting
from posting interest, charges and cash
receipts. Other activity, such as
reconsideration, waiver and appeal
actions, and delinquent recovery actions
are also included. The tapes are retained
for five years and, then, made available
for overwrite. There is no retention
schedule for records written to disk.
Paper documents, with benefit
overpayment data, are shredded three
years after receipt. These records are
identified and destroyed annually.
SYSTEM MANAGER(S) AND ADDRESS:
Salary overpayments: Director,
General Services Administration
National Payroll Center, Attention:
6BCY, 1500 Bannister Road, Kansas
City, Missouri 64131–3088;
Benefit overpayments: Chief Financial
Officer, U.S. Railroad Retirement Board,
844 North Rush Street, Chicago, Illinois
60611–2092.
PO 00000
Frm 00025
Fmt 4701
Sfmt 4703
RECORD SOURCE CATEGORIES:
Salary overpayments: General
Services Administration Records salary
records, Railroad Retirement Board
employee overpaid.
Benefit overpayments: Railroad
Retirement Board beneficiaries’ claim
folders, the overpaid individuals, other
Board systems of records, and debt
collection agencies.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
*
*
*
RRB–43
SYSTEM NAME:
Investigation Files
SYSTEM LOCATION:
Office of Inspector General, U.S.
Railroad Retirement Board, 844 N. Rush
Street, Chicago, Illinois 60611.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Any of the following categories of
individuals on whom a complaint is
made alleging a violation of law,
regulation, or rule pertinent to the
administration of programs by the RRB,
or, with respect to RRB employees,
alleging misconduct or conflict of
interest in the discharge of their official
duties: Current and former employees of
the Retirement Railroad Board;
contractors; subcontractors; consultants,
applicants for, and current and former
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recipients of, benefits under the
programs administered by the Railroad
Retirement Board; officials and agents of
railroad employers; members of the
public who are alleged to have stolen or
unlawfully received RRB benefit or
salary or assisted in such activity; and
others who furnish information,
products, or services to the RRB.
CATEGORIES OF RECORDS IN THE SYSTEM:
Letters, memoranda, and other
documents alleging a violation of law,
regulation or rule, or alleging
misconduct, or conflict of interest;
reports of investigations to resolve
allegations with related exhibits,
statements, affidavits or records
obtained during the investigation;
recommendations on actions to be
taken; transcripts of, and documentation
concerning requests and approval for,
consensual monitoring of
communications; photographs, video
and audio recordings made as part of
the investigation; reports from law
enforcement agencies; prior criminal or
noncriminal records as they relate to the
investigation; reports of actions taken by
management personnel regarding
misconduct; reports of legal actions
resulting from violations referred to the
Department of Justice or other law
enforcement agencies for prosecution.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Retirement Act, the Railroad
Unemployment Act, the Milwaukee
Railroad Restructuring Act, or the Rock
Island Railroad Transition and
Employee Assistance Act.
c. (Standard Disclosure 1.)
d. (Standard Disclosure 7.)
e. Records may be disclosed to
members of the President’s Council on
Integrity and Efficiency for the
preparation of reports to the President
and Congress on the activities of the
Inspector General.
f. Records may be disclosed to
members of the President’s Council on
Integrity and Efficiency, or the
Department of Justice, as necessary, for
the purpose of conducting qualitative
assessment reviews of the investigative
operations of RRB–OIG to ensure that
adequate internal safeguards and
management procedures are maintained.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper and electronic media.
RETRIEVABILITY:
Name, SSN, RRB Claim Number, and
assigned number, all of which are crossreferenced to the other information.
PURPOSE(S):
SAFEGUARDS:
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Records may be disclosed to the
Department of Justice or other law
enforcement authorities in connection
with actual or potential criminal
prosecution or civil litigation initiated
by the RRB, or in connection with
requests by RRB for legal advice.
b. Records may be disclosed to a
Federal agency which has requested
information relevant or necessary to its
hiring or retention of an employee or the
issuance of a security clearance,
provided that the subject individual is
not an individual on whom the RRB has
obtained information in conjunction
with its administration of the Railroad
VerDate Aug<31>2005
19:00 Dec 26, 2007
Jkt 214001
General access is restricted to the
Inspector General and members of his
staff; disclosure within the agency is on
a limited need-to-know basis; files and
paper documents are maintained in
locked file cabinets located in areas not
accessible to the public. Office is locked
during non-business hours. Access to
computers which store the electronic
index is restricted to authorized
personnel, and on-line query safeguards
include a password unlock system.
RETENTION AND DISPOSAL:
Paper files are retained for 10 years
after the investigation has been closed
before they are destroyed by shredding.
They are destroyed by shredding in the
fiscal year following the expiration of
the 10-year retention period. The
electronic index records are retained
until no longer required for any
operational or administrative purposes.
SYSTEM MANAGER(S) AND ADDRESS:
Assistant Inspector General, Office of
Inspector General, U.S. Railroad
Retirement Board, 844 North Rush
Street, Chicago, Illinois 60611–2092.
PO 00000
Frm 00026
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name, claim number, and social security
number of the individual. Before
information about any record will be
released, the System Manager may
require the individual to provide proof
of identity or require the requester to
furnish an authorization from the
individual to permit release of
information. Many records in this
system are exempt from the notification
requirements under 5 U.S.C. 552a(k)
listed under ‘‘Exemptions Claimed for
the System.’’ To the extent that records
in this system of records are not subject
to exemption, they are subject to
notification. A determination whether
an exemption applies shall be made at
the time a request for notification is
received.
RECORD ACCESS PROCEDURE:
None.
Inspector General Act of 1978; Pub. L.
95–452, 5 U.S.C. App., as amended.
The Office of Inspector General
maintains this system of records to carry
out its statutory responsibilities under
the Inspector General Act. These
responsibilities include a mandate to
investigate allegations of fraud, waste,
and abuse related to the programs and
operations of the RRB and to refer such
matters to the Department of Justice for
prosecution.
NOTIFICATION PROCEDURE:
Fmt 4701
Sfmt 4703
Requests for access to the record of an
individual and requests to contest such
a record should be in writing addressed
to the System Manager identified above,
including the full name, claim number,
and social security number of the
individual. Before information about
any record will be released, the System
Manager may require the individual to
provide proof of identity or require the
requester to furnish an authorization
from the individual to permit release of
information.
CONTESTING RECORD PROCEDURE:
See notification section above.
RECORD SOURCE CATEGORIES:
The subject; the complainant; third
parties, including but not limited to
employers and financial institutions;
local, state, and federal agencies; and
other RRB record systems.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552a(j)(2) records
in this system of records which are
compiled for the purposes of criminal
investigations are exempted from the
requirements under 5 U.S.C. 552a(c)(3)
and (4) (Accounting of Certain
Disclosures), (d) (Access to Records),
(e)(1), (2), (3), (4), (G), (H), and (I), (5)
and (8) (Agency Requirements), (f)
(Agency Rules), and (g) (Civil Remedies)
of 5 U.S.C. 552a.
Pursuant to 5 U.S.C. 552a(k)(2)
records in this system of records which
consist of investigatory material
compiled for law enforcement purposes
are exempted from the notice, access
and contest requirements under 5 U.S.C.
552a(c)(3), (d) (e)(1), (e)(4)(G), (H), and
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(I) and (f); however, if any individual is
denied any right, privilege, or benefit to
which the individual would otherwise
be eligible as a result of the maintenance
of such material, such material shall be
provided to such individual except to
the extent that disclosure of such
material would reveal the identity of a
source who furnished information to the
Government under an express promise
that the identity of the source would be
held in confidence.
The reasons why the head of the
Railroad Retirement Board decided to
exempt this system of records under 5
U.S.C. 552a(k) are given in 20 C.F.R.
200(g).
*
*
*
*
*
RRB–44 through RRB–45 [Reserved]
*
*
*
*
*
RRB–46
SYSTEM NAME:
Personnel Security Files.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Current and former Railroad
Retirement Board (RRB) employees and
individuals being considered for
possible employment, or contractor
work, by the RRB.
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CATEGORIES OF RECORDS IN THE SYSTEM:
Completed and signed suitability
investigation requests; information
concerning identity source documents;
results of applicable background checks;
copies of relevant material used to
validate applicant’s identity, including
photos and fingerprint impressions.
Records of actions taken by the Railroad
Retirement Board in a personnel
security investigation. If the action is
favorable, the information will include
identifying information and the action
taken; if the action is unfavorable, the
information will include the basis of the
action which may be a summary of, or
a selection of, information contained in
an OPM investigation report.
Information in an OPM investigation
report may include: date and place of
birth, marital status, dates and places of
employment, foreign countries visited,
membership in organizations, birth date
and place of birth of relatives, arrest
records, prior employment reports,
dates and levels of clearances, and
names of agencies and dates when, and
VerDate Aug<31>2005
19:00 Dec 26, 2007
Jkt 214001
reasons why, they were provided
clearance information on Board
employees.
Note: This system of records does not
include the OPM investigation report itself,
even though it is in possession of the
Railroad Retirement Board. The report is
covered under the system of records OPM
Central-9. Access to the report is governed by
OPM.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 10450, OMB Circular
A–130 dated December 15, 1985, and
Homeland Security Presidential
Directive 12.
The purpose of this system of records
is to maintain files documenting the
processing of investigations on RRB
employees and applicants for
employment or contract work used in
making security/suitability
determinations.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Records may be disclosed to the
Office of Personnel Management in
carrying out its functions.
b. Records may be disclosed to an
agency in the executive, legislative, or
judicial branch, or the District of
Columbia Government, in response to
its request, in connection with the
hiring or retention of an employee, the
issuance of a security clearance, the
conducting of a security or suitability
investigation of an individual, the
classifying of jobs, the letting of a
contract, or the issuance of a license,
grant or other benefit by the requesting
agency, to the extent that the
information is relevant and necessary to
the requesting agency’s decision on the
matter.
c. (Standard Disclosure 1.)
d. (Standard Disclosure 2.)
e. In the event of litigation where one
of the parties is (1) the Board, any
component of the Board, or any
employee of the Board in his or her
official capacity; (2) the United States
where the Board determines that the
claim, if successful, is likely to directly
affect the operations of the Board or any
of its components; or (3) any Board
employee in his or her individual
capacity where the Justice Department
has agreed to represent such employees,
the Board may disclose such records as
it deems desirable or necessary to the
Department of Justice to enable that
Department to effectively represent such
party, provided such disclosure is
compatible with the purpose for which
the records were collected.
Frm 00027
f. (Standard Disclosure 4.)
g. Disclosure may be made to the PIV
card applicant’s representative at the
written request of the individual who is
applying for a PIV card with the RRB.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper.
RETRIEVABILITY:
Name.
PURPOSE(S):
PO 00000
73525
Fmt 4701
Sfmt 4703
SAFEGUARDS:
The records are kept in secure storage,
in a locked room. Access to RRB
personnel security files is limited to the
Director of Human Resources (Personnel
Security Officer) and the Chief of
Human Services and Labor Relations.
Access to contractor personnel security
files is limited to the Director of
Administration. Access to OIG
personnel security files is limited to the
Assistant Inspector General for
Investigations.
RETENTION AND DISPOSAL:
GRS 18–22; Destroy upon notification
of death or not later than 5 years after
separation or transfer of employee,
whichever is applicable.
SYSTEM MANAGER(S) AND ADDRESS:
RRB Employees: Human Resources
Security Officer, U.S. Railroad
Retirement Board, 844 North Rush
Street, Chicago, Illinois 60611–2092;
RRB OIG Employees: Assistant
Inspector General for Investigations,
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092; Contractors: Director of
Administration, U.S. Railroad
Retirement Board, 844 North Rush
Street, Chicago, Illinois 60611–2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and social security number and
claim number of the individual. Before
information about any record will be
released, the System Manager may
require the individual to provide proof
of identity or require the requester to
furnish an authorization from the
individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification section above.
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CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
The individual to whom the
information applies, the Railroad
Retirement Board, the Office of
Personnel Management, the FBI and
other law enforcement agencies, and
other third parties.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
*
*
*
*
*
RRB–48
SYSTEM NAME:
Access Management System.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
All Railroad Retirement Board
employees, contractors, Federal agency
tenant employees, and other persons
assigned responsibilities that require the
issuance of credentials for identification
and/or access privileges to locations
within federally controlled properties
and information systems.
CATEGORIES OF RECORDS IN THE SYSTEM:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Homeland Security Presidential
Directive 12; Federal Information
Processing Standards 201; Federal
Property and Administrative Act of
1949, as amended.
PURPOSE(S):
The purpose of this system of records
is to validate individuals who have been
given credentials to access federally
controlled property, secured areas or
information systems.
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
VerDate Aug<31>2005
19:00 Dec 26, 2007
Jkt 214001
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
identified above, and must include the
full name. Before information about any
record will be released, the System
Manager may require the individual to
provide proof of identity or require the
requestor to furnish an authorization
from the individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Individuals to whom credentials are
issued.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
*
*
*
RRB–49
SYSTEM NAME:
Telephone Call Detail Records.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper and electronic records.
RETRIEVABILITY:
Records of completed credential
requests; name, photograph, signature,
ID badge serial number, date and time
of requests for access, system record of
access granted and/or allowed.
a. Records may be disclosed to
another Federal agency or to a court
when the government is party to a
judicial proceeding before the court;
b. Records may be disclosed to a
Federal agency, on request, in
connection with the hiring and/or
retention of an employee;
c. Records may be disclosed to
officials of the Merit Systems Protection
Board, including the Office of Special
Counsel; the Federal Labor Relations
Authority and its General Counsel; or
the Equal Employment Opportunity
Commission when requested in the
performance of their authorized duties;
d. Records may be disclosed to an
authorized appeal or grievance
examiner, formal complaints examiner,
equal employment opportunity
investigator, arbitrator, or other duly
authorized official engaged in
investigation or settlement of a
grievance, complaint, or appeal filed by
an employee to whom the information
pertains;
e. Records may be disclosed to the
agency’s Office of Inspector General for
any official investigation or review
related to the programs and operations
of the RRB.
f. Records may be disclosed to agency
officials for any official investigation or
review related to the programs and
operations of the RRB.
Name, badge serial number.
SAFEGUARDS:
The records are secured in a locked
room. Access to records is limited to the
Assistant to the Director of
Administration. Access to the electronic
records is limited to RRB employees and
officials designated as issuers; it is also
controlled through a user id and
password security process. The security
mechanism also limits access to data
based on a user’s role needs for
accessing the data.
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals (generally agency
employees and contractor personnel)
who make or receive telephone calls
from agency owned telephones at the
agency’s 844 North Rush Street
headquarters building.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name of employee, telephone
number, location of telephone, date and
time phone call made or received,
duration of call, telephone number
called from agency telephone, city and
state of telephone number called, cost of
call made on agency phone.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
31 U.S.C. 1348(b).
RETENTION AND DISPOSAL:
PURPOSE(S):
GRS 18–17(a) applies to access
control records—destroy 5 years after
final entry or 5 years after date of
document, as appropriate.
The purpose of this system of records
are to verify the correctness of telephone
service billing and to detect and deter
possible improper use of agency
telephones by agency employees and
contractors.
SYSTEM MANAGER(S) AND ADDRESS:
Assistant to the Director of
Administration, U.S. Railroad
Retirement Board, 844 North Rush
Street, Chicago, Illinois 60611–2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record(s) should be in
writing to the System Manager
PO 00000
Frm 00028
Fmt 4701
Sfmt 4703
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. [Reserved.]
b. Relevant records may be released to
a telecommunications company
providing support to permit servicing
the account.
E:\FR\FM\27DEN2.SGM
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c. (Standard Disclosure 1.)
d. (Standard Disclosure 2.)
e. Relevant records may be disclosed
to representatives of the General
Services Administration or the National
Archives and Records Administration
who are conducting records
management inspections under the
authority of 44 U.S.C. 2904 and 2906.
f. Records may be disclosed in
response to a request for discovery or for
the appearance of a witness, to the
extent that what is disclosed is relevant
to the subject matter involved in a
pending judicial or administrative
proceeding.
g. Records may be disclosed in a
proceeding before a court or
adjudicative body to the extent that they
are relevant and necessary to the
proceeding.
h. (Standard Disclosure 4.)
i. Relevant records may be disclosed
to respond to a Federal agency’s request
made in connection with the hiring or
retention of an employee, the letting of
a contract or issuance of a grant, license
or other benefit by the requesting
agency, but only to the extent that the
information disclosed is relevant and
necessary to the requesting agency’s
decision on the matter.
Requests for information regarding an
individual’s record should be in writing
addressed to the Systems Manager
identified above, including the full
name and social security number of the
individual. Before information about
any record will be released, the System
Manager may require the individual to
provide proof of identity or require the
requester to furnish an authorization
from the individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Telephone assignment records;
computer software that captures
telephone call information and permits
query and reports generation.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
*
*
*
SYSTEM NAME:
None.
Child Care Tuition Assistance
Program.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
STORAGE:
Paper and computer hard disk,
cartridge, and tape.
SECURITY CLASSIFICATION:
RETRIEVABILITY:
Name, telephone extension, number
dialed.
SAFEGUARDS:
Only designated personnel in the
Bureau of Administration have access to
the computerized records. Access to the
PC database containing call detail
information is password protected. An
additional password is required for
access to the personal computer on
which the database is housed.
RETENTION AND DISPOSAL:
pwalker on PROD1PC71 with NOTICES2
NOTIFICATION PROCEDURE:
RRB–50
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
Computerized records are retained for
approximately 180 days and then are
written over by more current call detail
information. Paper reports, when
issued, are disposed of as provided in
National Archives and Records
Administration General Records
Schedule 12.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Administration, U.S.
Railroad Retirement Board, 844 North
VerDate Aug<31>2005
Rush Street, Chicago, Illinois 60611–
2092.
19:00 Dec 26, 2007
Jkt 214001
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Current and former Railroad
Retirement Board employees who
voluntarily applied for child care tuition
assistance, the employee’s spouse, the
employee’s children and their child care
providers.
CATEGORIES OF RECORDS IN THE SYSTEM:
Employee (parent) name, Social
Security Number, pay grade, home and
work numbers, addresses, total family
income, spouse employment
information, names of children on
whose behalf the employee parent is
applying for tuition assistance, each
applicable child’s date of birth,
information on child care providers
used (including name, address, provider
license number and state where issued,
tuition cost, and provided tax
identification number), and copies of
IRS Form 1040 and 1040A for
PO 00000
Frm 00029
Fmt 4701
Sfmt 4703
73527
verification purposes. Other records
may include the child’s social security
number, weekly expense, pay
statements, records relating to direct
deposits, verification of qualification
and administration for child care
assistance.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Pub. L. 106–58, Section 643 and E.O.
9397.
PURPOSE(S):
The purpose of the system is to
determine eligibility for, and the
amount of, the child care tuition
assistance for lower income RRB
employees.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. [Reserved.]
b. (Standard Disclosure 1.)
c. (Standard Disclosure 2.)
d. (Standard Disclosure 6.)
e. Records may be disclosed in
response to a request for discovery or for
the appearance or a witness, to the
extent that what is disclosed is relevant
to the subject matter involved in a
pending judicial or administrative
proceeding.
f. Records may be disclosed in a
proceeding before a court or
adjudicative body to the extent that they
are relevant and necessary to the
proceeding.
g. (Standard Disclosure 4.)
h. Relevant records may be disclosed
to respond to a Federal agency’s request
made in connection with the hiring or
retention of an employee, the letting of
a contract or issuance of a grant, license
or other benefit by the requesting
agency, but only to the extent that the
information disclosed is relevant and
necessary to the requesting agency’s
decision on the matter.
i. Relevant records may be disclosed
to the Office of Personnel Management
or the General Accountability Office
when the information is required for
evaluation of the subsidy program.
j. (Standard Disclosure 3.)
k. Relevant records may be disclosed
to child care providers to verify a
covered child’s dates of attendance at
the provider’s facility.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper and computer hard disk,
cartridge, and tape.
E:\FR\FM\27DEN2.SGM
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RETRIEVABILITY:
Name, Social Security Number.
SAFEGUARDS:
When not in use by an authorized
person, paper records are stored in
lockable cabinets in a building with
security cameras and 24-hour security
guards. Access to electronic records
require the use of restricted passwords.
customers) who elect to conduct
transactions with RRB in an electronic
business environment that requires the
PPW infrastructure, as well as those
customers who elect to block PPW
access to RRB electronic transactions by
requesting RRB to disable their PPW
capabilities.
CATEGORIES OF RECORDS IN THE SYSTEM:
RETRIEVABILITY:
Name and Social Security number
(which acts as the individual’s PIN).
SAFEGUARDS:
When not in use by an authorized
person, paper records are stored in
lockable cabinets in a secure building.
Access to electronic records requires the
use of restricted passwords.
Director of Human Resources, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092.
The information includes identifying
information such as the customer’s
name, Social Security number (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).
NOTIFICATION PROCEDURE:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Requests for information regarding an
individual’s record should be in writing
addressed to the Systems Manager
identified above, including the full
name and social security number of the
individual. Before information about
any record will be released, the System
Manager may require the individual to
provide proof of identity or require the
requester to furnish an authorization
from the individual to permit release of
information.
NOTIFICATION PROCEDURE:
Sec. 2(b)(6) of the Railroad Retirement
Act, 45 U.S.C. 231f(b)(6); and the
Government Paperwork Elimination
Act.
Requests for information regarding an
individual’s record should be in writing
addressed to the Systems Manager
identified above, including the full
name and social security number of the
individual. Before information about
any record will be released, the System
Manager may require the individual to
provide proof of identity or require the
requester to furnish an authorization
from the individual to permit release of
information.
RETENTION AND DISPOSAL:
These records will be maintained
permanently until their official
retention period is established.
SYSTEM MANAGER(S) AND ADDRESS:
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Applications for child care tuition
assistance submitted voluntarily by RRB
employees; forms completed by child
care providers.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
*
*
*
*
*
RRB–51
SYSTEM NAME:
Railroad Retirement Board’s Customer
PIN/Password (PPW) Master File
System.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
pwalker on PROD1PC71 with NOTICES2
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
All RRB customers (applicants,
claimants, annuitants and other
19:00 Dec 26, 2007
The purpose of this system is to
enable RRB customers who wish to
conduct business with the RRB to do so
in a secure environment.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. [Reserved.]
b. (Standard Disclosure 1.)
c. (Standard Disclosure 2.)
d. (Standard Disclosure 6.)
e. Records may be disclosed in
response to a request for discovery or for
the appearance of a witness, to the
extent that what is disclosed is relevant
to the subject matter involved in a
pending judicial or administrative
proceeding and provided that the
disclosure would be clearly in the
furtherance of the interest of the subject
individual.
f. Records may be disclosed in a
proceeding before a court or
adjudicative body to the extent that they
are relevant and necessary to the
proceeding and provided that the
disclosure would be clearly in the
furtherance of the interest of the subject
individual.
g. (Standard Disclosure 4.)
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
None.
SECURITY CLASSIFICATION:
VerDate Aug<31>2005
PURPOSE(S):
Jkt 214001
STORAGE:
Electronic and paper form.
Frm 00030
These records will be maintained
permanently until their official
retention period is established.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs—Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Data for the system are obtained
primarily from the individuals to whom
the record pertains.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
*
*
*
RRB–52
SYSTEM NAME:
Board Orders Concerning Benefit
Appeals to the Three-member Board.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
PO 00000
RETENTION AND DISPOSAL:
Fmt 4701
Sfmt 4703
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Appellants for benefits under the
Railroad Retirement or Railroad
Unemployment Insurance Acts.
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73529
CATEGORIES OF RECORDS IN THE SYSTEM:
RETENTION AND DISPOSAL:
Appellant name, social security
number, railroad retirement board claim
number, address, date of birth, sex,
medical records, marriage or
relationship records, military service,
creditable earnings and service months,
benefit payment history, work history,
citizenship and legal residency status,
correspondence and inquiries, and
appeals of adverse determinations.
No records from this system will be
disposed of pending a record schedule
determination.
(45 U.S.C. 362(1)). Negotiated Labor
Management Agreement between the
U.S. Railroad Retirement Board and the
Council of A.F.G.E. Locals in the Board.
SYSTEM MANAGER(S) AND ADDRESS:
PURPOSE(S):
Secretary of the Board, U.S. Railroad
Retirement Board, 844 North Rush
Street, Chicago, Illinois 60611–2092.
To provide reimbursement for and
maintain the records of the RRB’s
physical and eye examination program.
For purposes of adjudicating the
claim/reimbursement and authority for
payment of fees related to RRB
employee physical examination copayment and eye examination fee.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(6); sec. 12(l) of the Railroad
Unemployment Insurance Act (45
U.S.C. 362(l)).
PURPOSE(S):
Record decisions of the Board in
benefit appeals cases.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. If a request for information
pertaining to an individual is made by
an official of a labor organization of
which the individual is a member and
the request is made on behalf of the
individual, information from the record
of the individual concerning his benefit
or anticipated benefit and concerning
the method of calculating that benefit
may be disclosed to the labor
organization official.
b. Records may be disclosed in a court
proceeding relating to any claims for
benefits by the beneficiary under the
Railroad Retirement Act and may be
disclosed during the course of an
administrative appeal to individuals
who need the records to prosecute or
decide the appeal or to individuals who
are requested to provide information
relative to an issue involved in the
appeal.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and social security number and
claim number of the individual. Before
information about any record will be
released, the System Manager may
require the individual to provide proof
of identity or require the requester to
furnish an authorization from the
individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification section.
RECORD SOURCE CATEGORIES:
Applications for benefits and appeal
of decisions.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
RRB–53
SYSTEM NAME:
Employee Medical and Eye
Examination Reimbursement Program.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, IL 60611–
2092.
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
Any/all RRB employees that request
reimbursement for the physical
examination co-payment and eye
examination.
STORAGE:
Paper and electronic records.
RETRIEVABILITY:
CATEGORIES OF RECORDS IN THE SYSTEM:
pwalker on PROD1PC71 with NOTICES2
Name, railroad retirement claim
number, social security account
number, Board Order number, docket
number.
RRB employee name and medical
documentation including receipts for
the physical exam co-pay and payment
of the eye examination.
SAFEGUARDS:
Paper records kept in locked cabinet
in locked room in a secure building.
Electronic records are protected in a
restricted private network with access
controlled by password authentication.
VerDate Aug<31>2005
19:00 Dec 26, 2007
Jkt 214001
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(6)) and Section 12(l) of the
Railroad Unemployment Insurance Act
PO 00000
Frm 00031
Fmt 4701
Sfmt 4703
None.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
RETRIEVABILITY:
Name and social security account
number.
SAFEGUARDS:
Paper and removable media kept in
locked file cabinet in locked office.
Electronic records are accessible after
proper network authentication and also
are password protected.
*
SECURITY CLASSIFICATION:
None.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
Paper copy, hard disc removal storage
kept in locked file cabinet. Individual
digital files password protected.
See Notification section.
*
Internal RRB use only.
STORAGE:
CONTESTING RECORD PROCEDURE:
None.
*
*
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
RETENTION AND DISPOSAL:
No records from this system will be
disposed of pending a record schedule
determination.
SYSTEM MANAGER(S) AND ADDRESS:
Employee Health Services, U.S.
Railroad Retirement Board, 844 North.
Rush Street, Chicago, Illinois 60611–
2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and social security number and
claim number of the individual. Before
information about any record will be
released, the System Manager may
require the individual to provide proof
of identity or require the requester to
furnish an authorization from the
individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification section.
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CONTESTING RECORD PROCEDURE:
See Notification section.
RECORD SOURCE CATEGORIES:
Employee reimbursement claim and
proofs.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
*
*
*
c. Records may be disclosed to the
agency’s Office of Inspector General for
any official investigation or review
related to the programs and operations
of the RRB.
d. Records may be disclosed to agency
officials for any official investigation or
review related to the programs and
operations of the RRB.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
RRB–54
None.
SYSTEM NAME:
Virtual Private Network (VPN) Access
Management.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper and electronic records.
RETRIEVABILITY:
Name, e-mail address.
SECURITY CLASSIFICATION:
None.
SAFEGUARDS:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
RRB employees and contractors who
are authorized to remotely access
internal RRB information systems.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, home telephone number, work
telephone number, login, password,
group name, source IP address, remote
computer name, home address, software
serial numbers, access levels.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(6) of the Railroad
Retirement Act of 1974 (45 U.S.C.
231f(b)(6)) and Section 12(l) of the
Railroad Unemployment Insurance Act
(45 U.S.C. 362(l)).
PURPOSE(S):
pwalker on PROD1PC71 with NOTICES2
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Records may be disclosed to
officials of the Merit Systems Protection
Board, including the Office of Special
Counsel; the Federal Labor Relations
Authority and its General Counsel; or
the Equal Employment Opportunity
Commission when requested in the
performance of their authorized duties;
b. Records may be disclosed to an
authorized appeal or grievance
examiner, formal complaints examiner,
equal employment opportunity
investigator, arbitrator, or other duly
authorized official engaged in
investigation or settlement of a
grievance, complaint, or appeal filed by
an employee to whom the information
pertains;
19:00 Dec 26, 2007
Jkt 214001
RETENTION AND DISPOSAL:
No records from this system will be
disposed of pending a record schedule
determination.
SYSTEM MANAGER(S) AND ADDRESS:
Chief of Infrastructure Services, U.S.
Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611–
2092.
NOTIFICATION PROCEDURE:
Control and secure employees and
contractors remote access to internal
RRB information systems for official
business.
VerDate Aug<31>2005
Paper records are kept in a locked
cabinet, accessible only to authorized
personnel. Electronic internal network
records are accessible only after
appropriate individual authentication.
Electronic service provider (Sprint)
records are secured and accessible after
proper authentication only to
authorized personnel.
Requests for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and enrolled e-mail address of the
individual. Before information about
any record will be released, the System
Manager may require the individual to
provide proof of identity or require the
requester to furnish an authorization
from the individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification procedure above.
CONTESTING RECORD PROCEDURE:
See Notification procedure above.
RECORD SOURCE CATEGORIES:
VPN access application Form G–68,
and infrastructure profiles.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
*
None.
*
PO 00000
*
Frm 00032
*
Fmt 4701
*
Sfmt 4703
RRB–55
SYSTEM NAME:
Contact Log.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844
North Rush Street, Chicago, Illinois
60611–2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Annuitants, their representatives and
other recipients of railroad retirement,
survivor, disability, Medicare and
supplemental annuities payable under
the Railroad Retirement Act (RRA) and
individuals receiving or applying for
unemployment or sickness insurance
benefits payable under the Railroad
Unemployment Insurance Act (RUIA).
CATEGORIES OF RECORDS IN THE SYSTEM:
The Railroad Retirement Board (RRB)
claim number, social security number of
the annuitant/claimant, annuitant’s
name, contact name (if different from
the annuitant), telephone number of the
contact, name and office code of the
RRB employee who submitted the
contact, and the entered contact record.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(6) of the Railroad
Retirement Act (RRA) of 1974 (45 U.S.C.
231f(b)(6); and Section 12(l) of the
Railroad Unemployment Insurance Act
(RUIA) (45 U.S.C. 362(1)).
PURPOSE(S):
The Contact Log records, maintains
and displays RRA and RUIA activities
associated with customer initiated
contacts with the RRB. It is used by RRB
customer service staff to ensure public
inquiries are handled efficiently.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS, AND
THE PURPOSES OF SUCH USES:
a. Beneficiary identifying information
may be disclosed to third party contacts
to determine whether the beneficiary or
potential beneficiary is capable of
understanding and managing their
benefit payments in their own best
interest and to determine the suitability
of a proposed representative payee.
b. Disclosure of information
concerning the annuitant/claimant may
be made to the representative payee on
the record for the annuitant.
c. Records may be disclosed in
response to a request for discovery or for
the appearance of a witness, to the
extent that what is disclosed is relevant
to the subject matter involved in a
pending judicial or administrative
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proceeding and provided that the
disclosure would be clearly in the
furtherance of the interest of the subject
individual.
d. Records may be disclosed in a
proceeding before a court or
adjudicative body to the extent that they
are relevant and necessary to the
proceeding and provided that the
disclosure would be clearly in the
furtherance of the interest of the subject
individual.
e. Disclosure of records concerning
the annuitant/claimant may be made to
the attorney representing the annuitant/
claimant, upon receipt of a written letter
or declaration of representation.
f. Records may be disclosed to the
annuitant/claimant’s railroad union
representative(s) to the extent that what
is disclosed is relevant to the subject
matter involved in the union issue or
proceeding and provided that the
disclosure would be clearly in the
furtherance of the interest of the subject
individual.
DISCLOSURE TO CONSUMER REPORTING
AGENCIES:
Financial Plaza, 1201 South Alma School
Road, Suite 4850, Mesa, Arizona 85210–
2097
SYSTEM MANAGER(S) AND ADDRESS:
Arkansas
Office of Programs-Director of Policy
and Systems, U.S. Railroad Retirement
Board, 844 North Rush Street, Chicago,
Illinois 60611–2092.
NOTIFICATION PROCEDURE:
Request for information regarding an
individual’s record should be in writing
addressed to the System Manager
identified above, including the full
name and social security number.
Before information about any record is
released, the System Manager will
require the individual to provide proof
of identity or require the requester to
furnish an authorization from the
individual to permit release of
information.
RECORD ACCESS PROCEDURE:
See Notification section above.
858 South Oak Park Road, Suite 102, Covina,
California 91724–3674
Oakland Federal Building, 1301 Clay Street,
Suite 392N, Oakland, California 94612–
5217
801 I Street, Room 205, Sacramento,
California 95814–2559
Colorado
721 19th Street, Room 177, Post Office Box
8869, Denver, Colorado 80201–8869
Florida
550 Water Street, Suite 330, Jacksonville,
Florida 32202–5122
Timberlake Federal Building, 500 East Zack
Street, Suite 300, Tampa, Florida 33602–
3918
Georgia
Peachtree Summit Building, 401 West
Peachtree Street, Room 1702, Atlanta,
Georgia 30308–3519
Illinois
844 North Rush Street, Room 901, Chicago,
Illinois 60611–2092
Millikin Court, 132 South Water Street, Suite
517, Decatur, Illinois 62523–1077
63 West Jefferson Street, Suite 102, Post
Office Box 457, Joliet, Illinois 60434–0457
EXEMPTIONS CLAIMED FOR THE SYSTEM:
RETRIEVABILITY:
None.
Railroad retirement claim number,
social security account number, or
name.
Indiana
Appendix I
SAFEGUARDS:
Access to records in the contact log
are controlled by: (1) NT authentication
of all user logins; (2) encryption of data
entered and transmitted by field service
personnel; (3) maintained audit trail of
user actions; (4) lock/unlock password
system on network workstations; and,
(5) role-based access.
Magnetic media: Computer system
and computer storage rooms are
restricted to authorized personnel; online query safeguards include a lock/
unlock password system, a terminal
oriented transaction matrix and an audit
trail; for computerized records
electronically transmitted between
headquarters and field office locations,
system securities are established in
accordance with National Institute of
Standards and Technology guidelines.
In addition to the on-line query
safeguards, they include encryption of
all data transmitted and exclusive use of
leased telephone lines.
Jkt 214001
California
Contact Log information is obtained
from members of the public who
contacted the RRB and to whom the
record pertains.
Electronic media.
19:00 Dec 26, 2007
1200 Cherry Brook Drive, Suite 500, Little
Rock, Arkansas 72211–4122
RECORD SOURCE CATEGORIES:
STORAGE:
pwalker on PROD1PC71 with NOTICES2
Arizona
No records from this system will be
disposed of pending a record schedule
determination.
See Notification section above.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
VerDate Aug<31>2005
RETENTION AND DISPOSAL:
CONTESTING RECORD PROCEDURE:
None.
73531
Offices of the U.S. Railroad Retirement
Board (refer to https://www.rrb.gov for the
most current addresses):
Headquarters: 844 North Rush Street,
Chicago, Illinois 60611–2092
Office of Legislative Affairs: 1310 G Street
Northwest, Suite 500, Washington, DC
20005–3004
A. Regional Offices
The Meridian Centre, 50 South Meridian
Street, Suite 303, Indianapolis, Indiana
46204–3538
Iowa
Federal Building, 210 Walnut Street, Room
921, Des Moines, Iowa 50309–2116
Kansas
1861 North Rock Road, Suite 390, Wichita,
Kansas 67206–1264
Region 1
Peachtree Summit Bldg, 401 West Peachtree
Street, Room 1703, Atlanta, Georgia 30308–
3519
Kentucky
Region 2
Nix Federal Building, 900 Market Street,
Suite 304, Philadelphia, Pennsylvania
19107
Louisiana
Region 3
1999 Broadway, Suite 2260, Denver,
Colorado 80202
Maryland
B. District Offices
Alabama
Medical Forum Bldg., 950 22nd Street North,
Room 426, Birmingham, Alabama 35203–
1134
PO 00000
Frm 00033
Fmt 4701
Sfmt 4703
Theatre Building, 629 South 4th Avenue,
Suite 301, Post Office Box 3705, Louisville,
Kentucky 40201–3705
Hale Boggs Federal Building, 500 Poydras
Street, Suite 1045, New Orleans, Louisiana
70130–3399
George H. Fallon Building, 31 Hopkins Plaza,
Suite 820, Baltimore, Maryland 21201–
2826
Massachusetts
408 Atlantic Avenue, Room 441, Post Office
Box 52126, Boston, Massachusetts 02205–
2126
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73532
Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices
Michigan
McNamara Federal Building, 477 West
Michigan Avenue, Suite 1199, Detroit,
Michigan 48226–2596
1400 Old Country Road, Suite 202, Westbury,
New York 11590–5119
Federal Building, 26 Federal Plaza, Room
3404, New York, New York 10278–3499
Minnesota
Federal Building, 515 West First Street, Suite
125, Duluth, Minnesota 55802–1399
180 East 5th Street, Suite 195, St. Paul,
Minnesota 55101–1640
North Carolina
Missouri
601 East 12th Street, Room 113, Kansas City,
Missouri 64106–2808
Young Federal Building, 1222 Spruce Street,
Room 7.303, St. Louis, Missouri 63103–
2846
Nebraska
Hruska U.S. Court House, 111 South 18
Plaza, Suite C125, Post Office Box 815,
Omaha, Nebraska 68101–0815
New Jersey
20 Washington Place, Room 516, Newark, NJ
07102–3127
New Mexico
300 San Mateo Boulevard Northeast, Suite
401, Albuquerque, New Mexico 87108–
1503
pwalker on PROD1PC71 with NOTICES2
New York
O’Brien Federal Building, Clinton Avenue &
Pearl Street, Room 264, Post Office Box
529, Albany, New York 12201–0529
186 Exchange Street, Suite 110, Buffalo, New
York 14204–2085
19:00 Dec 26, 2007
Jkt 214001
233 Cumberland Bend, Suite 104, Nashville,
Tennessee 37228–1806
Texas
Quorum Business Park, 7508 East
Independence Boulevard, Suite 120,
Charlotte, North Carolina 28227–9409
North Dakota
U.S. Post Office Building, 657 Second
Avenue North, Room 312, Fargo, North
Dakota 58102–4727
819 Taylor Street, Room 10G02, Post Office
Box 17420, Fort Worth, Texas 76102–0420
Leland Federal Building, 1919 Smith Street,
Suite 845, Houston, Texas 77002–8098
Utah
125 South State Street, Room 1205, Salt Lake
City, Utah 84138–1137
Ohio
Virginia
URS Building, 36 East 7th Street, Suite 201,
Cincinnati, Ohio 45202–4456
Celebrezze Federal Building, 1240 East 9th
Street, Room 907, Cleveland, Ohio 44199–
2001
400 North 8th Street, Suite 470, Richmond,
Virginia 23219–4819
First Campbell Square, 210 First Street
Southwest, Suite 260, Post Office Box 270,
Roanoke, VA 24002–0270
Oregon
Washington
Green-Wyatt Federal Building, 1220
Southwest 3rd Avenue, Room 377,
Portland, Oregon 97204–2807
Montana
Judge Jameson Federal Building, 2900 Fourth
Avenue North, Room 101, Billings,
Montana 59101–1266
VerDate Aug<31>2005
Tennessee
Pacific First Plaza, 155 108th Avenue
Northeast, Suite 201, Bellevue, Washington
98004–5901
U.S. Court House, W 920 Riverside Avenue,
Room 492B, Spokane, Washington 99201–
1008
Pennsylvania
1514 11th Avenue, Post Office Box 990,
Altoona, Pennsylvania 16603–0990
Federal Building, 228 Walnut Street, Room
576, Box 11697, Harrisburg, Pennsylvania
17108–1697
Nix Federal Building, 900 Market Street,
Suite 301, Post Office Box 327,
Philadelphia, Pennsylvania 19105–0327
Moorhead Federal Building, 1000 Liberty
Avenue, Room 1511, Pittsburgh,
Pennsylvania 15222–4107
Siniawa Plaza II, 717 Scranton Carbondale
Highway, Scranton, Pennsylvania 18508–
1121
PO 00000
Frm 00034
Fmt 4701
Sfmt 4703
West Virginia
New Federal Building, 640 4th Avenue,
Room 145, Post Office Box 2153,
Huntington, West Virginia 25721–2153
Wisconsin
Reuss Plaza, 310 West Wisconsin Avenue,
Suite 1300, Milwaukee, Wisconsin 53203–
2219
[FR Doc. E7–24920 Filed 12–26–07; 8:45 am]
BILLING CODE 7905–01–P
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Agencies
[Federal Register Volume 72, Number 247 (Thursday, December 27, 2007)]
[Notices]
[Pages 73500-73532]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E7-24920]
[[Page 73499]]
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Part IV
Railroad Retirement Board
-----------------------------------------------------------------------
Privacy Act of 1974; New and Revised Systems of Records; Notice
Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 /
Notices
[[Page 73500]]
-----------------------------------------------------------------------
RAILROAD RETIREMENT BOARD
Privacy Act of 1974; New and Revised Systems of Records
AGENCY: Railroad Retirement Board.
ACTION: Notice: Publication of New and Revised Systems of Records,
Proposed Standard Disclosures and New Routine Uses, and Deletion of
Systems of Records.
-----------------------------------------------------------------------
SUMMARY: The purpose of this document is to republish and update all
existing systems of records in their entirety, to retire three systems
of records, to publish four new systems of records, and to establish
standard disclosures and new routine uses.
DATES: These changes will become effective as proposed without further
notice in 40 calendar days from the date of this publication unless
comments are received before this date which would result in a contrary
determination.
ADDRESSES: Send comments to Beatrice Ezerski, Secretary to the Board,
U.S. Railroad Retirement Board, 844 North Rush Street, Chicago,
Illinois 60611-2092.
FOR FURTHER INFORMATION CONTACT: Lynn Harvey, Chief Privacy Officer,
U.S. Railroad Retirement Board, 844 North Rush Street, Chicago,
Illinois 60611-2092; telephone 312-751-4869, e-mail
lynn.harvey@rrb.gov.
SUPPLEMENTARY INFORMATION: Four new systems of records are being
included: RRB-52 Board Orders, RRB-53 Employee Medical and Eye
Examination Reimbursement Program, RRB-54 Virtual Private Network (VPN)
Access Management, and RRB-55 Contact Log.
RRB-37 Medical Records on Railroad Retirement Board Employees is
being retired; records are being held under government-wide system of
records OPM/GOVT-10 Employee Medical File System Records.
RRB-44 Employee Test Score File is being retired; records are being
held under government-wide system of records OPM/GOVT-6 Personnel
Research and Test Validation Records.
The RRB-45 Employee Tuition Reimbursement File system of records
has been removed in its entirety as a result of the discontinuance of
the program and the final disposition of its records.
The RRB-46 Personnel Security Files system of records has been
updated for new identity credential requirements under Homeland
Security Presidential Directive 12, including a new routine use.
The RRB-48 Access Management System, formerly ``Identification Card
Files (Building Passes) and Access Control (Key Cards),'' has been
renamed and generally redescribed to accomodate changes in RRB
headquarters building access credentialing system and any other system
records associated with Homeland Security Presidential Directive 12 not
covered under government-wide system of records GSA/GOVT-7 Personal
Identity Verification Identity Management System (PIV IDMS). Routine
uses have been added.
All other existing systems of records have been generally updated
for names, titles and other minor changes as a result of the periodic
system of records review and to correct inaccuracies in the last
privacy issuances by the General Printing Office. Appendix I has been
updated to reflect the current locations of RRB offices. Appendix II,
which contained Railroad Medicare Part B carrier locations, has been
retired. Lastly, the routine uses in each system of records have been
updated to reflect the establishment of RRB standard disclosures. The
standard disclosures represent a selection of existing routine uses
that were previously repeated in each system of records (Standard
Disclosures 1-4 and 6-7), as well as a new routine use specifically
applying to the disclosure of information in connection with response
and remedial efforts in the event of a data breach (Standard Disclosure
5).
By Authority of the Board.
Beatrice Ezerski,
Secretary to the Board.
Railroad Retirement Board (RRB) Systems of Records
------------------------------------------------------------------------
------------------------------------------------------------------------
RRB-1.................................. Social Security Benefit
Vouchering System
RRB-2.................................. [Reserved]
RRB-3.................................. Medicare, Part B
RRB-4.................................. Estimated Annuity, Total
Compensation and Residual
Amount File
RRB-5.................................. Master File of Railroad
Employees' Creditable
Compensation
RRB-6.................................. Unemployment Insurance Record
File
RRB-7.................................. Applications for Unemployment
Benefits and Placement Service
Under the Railroad
Unemployment Insurance Act
RRB-8.................................. Railroad Retirement Tax
Reconciliation System
(Employee Representatives)
RRB-9.................................. [Reserved]
RRB-10................................. Legal Opinion and
Correspondence Files
RRB-11................................. Files on Concluded Litigation
RRB-12................................. Railroad Employees'
Registration File
RRB-13-15.............................. [Reserved]
RRB-16................................. Social Security Administration
Master Earnings File
RRB-17................................. Appeal Decisions from Initial
Denials for Benefits Under the
Provisions of the Railroad
Retirement Act or the Railroad
Unemployment Insurance Act
RRB-18................................. Miscellaneous Payments Posted
to General Ledger
RRB-19................................. Payroll & Cost Accounting
Records
RRB-20................................. Health Insurance and
Supplementary Medical
Insurance Enrollment and
Premium Payment System
(Medicare)
RRB-21................................. Railroad Unemployment and
Sickness Insurance Benefit
System
RRB-22................................. Railroad Retirement, Survivor,
and Pensioner Benefit System
RRB-23-25.............................. [Reserved]
RRB-26................................. Payment, Rate and Entitlement
History File
RRB-27................................. Railroad Retirement Board--
Social Security Administration
Financial Interchange
RRB-28................................. [Reserved]
RRB-29................................. Railroad Employees' Annual
Gross Earnings Master File
RRB-30-32.............................. [Reserved]
RRB-33................................. Federal Employee Incentive
Awards System
RRB-34................................. Employee Personnel Management
Files
RRB-35................................. [Reserved]
RRB-36................................. Complaint, Grievance,
Disciplinary and Adverse
Action Files
RRB-37-41.............................. [Reserved]
RRB-42................................. Overpayment Accounts
RRB-43................................. Investigation Files
RRB-44-45.............................. [Reserved]
RRB-46................................. Personnel Security Files
RRB-47................................. [Reserved]
RRB-48................................. Access Management System
RRB-49................................. Telephone Call Detail Records
RRB-50................................. Child Care Tuition Assistance
Program
RRB-51................................. Railroad Retirement Board's
Customer PIN/Password (PPW)
Master File System
RRB-52................................. Board Orders
RRB-53................................. Employee Medical and Eye
Examination Reimbursement
Program
RRB-54................................. Virtual Private Network (VPN)
Access Management
RRB-55................................. Contact Log
------------------------------------------------------------------------
Prefatory Statement Concerning RRB Standard Disclosures
Beside those disclosures provided under 5 U.S.C. 552a(b) of The
Privacy Act which pertain generally to all of the RRB systems of
records, the RRB proposes to adopt certain standard disclosures which
also pertain generally to these systems of records, unless specifically
excluded in a system notice, which are in addition to the particular
routine uses listed under each system of records, as follows:
Standard Disclosure 1.--Disclosure may be made to a congressional
office from the record of an individual in response to an inquiry from
the congressional office made at the request of that individual if that
individual would not be denied access to the information.
[[Page 73501]]
Standard Disclosure 2.--Disclosure of relevant information from the
record of an individual may be made to the Office of the President in
response to an inquiry from that office made at the request of that
individual or a third party on the individual's behalf if that
individual would not be denied access to the information.
Standard Disclosure 3.--Disclosure may be made to contractors,
grantees, experts, consultants, students, and others performing or
working on a contract, service, grant, cooperative agreement, or other
assignment for the Federal government, to the extent necessary to
accomplish an RRB function related to this system of records.
Standard Disclosure 4.--Disclosure may be made to the appropriate
agency, whether Federal, State, local, or foreign, charged with the
responsibility of investigating, enforcing, or prosecuting a violation
or potential violation of law, whether civil, criminal or regulatory in
nature, and whether arising by general statute or particular program
statute, or by regulation, rule or order issued pursuant thereto, or
charged with enforcing or implementing the statute, rule, regulation,
or order issued pursuant thereto, if the disclosure would be to an
agency engaged in functions related to the Railroad Retirement Act or
the Railroad Unemployment Insurance Act, or if disclosure would be
clearly in the furtherance of the interest of the subject individual.
Standard Disclosure 5.--Disclosure may be made, to appropriate
agencies, entities, and persons when (1) the Railroad Retirement Board
suspects or has confirmed that the security or confidentiality of
information in the system of records has been compromised; (2) the
Railroad Retirement Board has determined that as a result of the
suspected or confirmed compromise there is a risk of harm to economic
or property interests, identity theft or fraud, or harm to the security
or integrity of this system or other systems or programs (whether
maintained by the Railroad Retirement Board or another agency or
entity) that rely upon the compromised information; and (3) the
disclosure made to such agencies, entities, and persons is reasonably
necessary to assist in connection with the Railroad Retirement Board's
efforts to respond to the suspected or confirmed compromise and
prevent, minimize, or remedy such harm.
Standard Disclosure 6.--Disclosure may be made to the National
Archives and Records Administration or other Federal government
agencies for records management inspections being conducted under the
authority of 44 U.S.C. 2904 and 2906.
Standard Disclosure 7.--Disclosure of non-medical information in
this system of records may be made to the attorney representing such
individual upon receipt of a written letter or declaration stating the
fact of representation, if that individual would not be denied access
to the information. Medical information may be released to an attorney
when such records are requested for the purpose of contesting a
determination either administratively or judicially.
The standard disclosure number is referenced in any system notice
where it takes the place of a previously published routine use, the
letter of which is preserved for the purpose of any external
references.
* * * * *
RRB-1
SYSTEM NAME:
Social Security Benefit Vouchering System.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844 North Rush Street, Chicago,
Illinois 60611-2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants after December 31, 1974, for benefits under Title II of
the Social Security Act who have completed ten years or at least five
years after 1995 of creditable service in the railroad industry, the
spouse and/or divorced spouse or survivor of such an individual.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, social security number, RRB claim number, type and
amount of benefit, suspension and termination information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(2) of the Railroad Retirement Act of 1974 (45 U.S.C.
231f(b)(2)).
PURPOSE(S):
Records in the Social Security Vouchering System are maintained to
administer Title II of the Social Security Act with respect to payment
of benefits to individuals with 10 or more years or at least five years
after 1995 of railroad service and their families.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS, AND THE PURPOSES OF SUCH USES:
a. Benefit rate information may be disclosed to primary
beneficiaries regarding secondary beneficiaries (or vice versa) when
the addition of such beneficiary affects either the entitlement or
benefit payment.
b. In the event the Board has determined to designate a person to
be the representative payee of an incompetent beneficiary, disclosure
of information concerning the benefit amount and other similar
information may be made to the representative payee from the record of
the individual.
c. Benefit rates, names and addresses may be released to the
Department of Treasury to control for reclamation and return of
outstanding benefit payments, to issue benefit payments, act on reports
of non-receipt, to insure delivery of payments to the correct address
of the beneficiary or representative payee or to proper financial
organization, and to investigate alleged forgery, theft or unlawful
negotiation of railroad retirement for social security benefit checks
or improper diversion of payments directed to a financial organization.
d. Beneficiary's name, address, check rate and date plus supporting
evidence may be released to the U.S. Postal Service for investigation
of alleged forgery or theft of railroad retirement or social security
benefit checks.
e. Beneficiary identifying information, effective date, benefit
rates, and months paid may be furnished to the Veterans Administration
for the purpose of assisting that agency in determining eligibility for
benefits or verifying continued entitlement to and the correct amount
of benefits payable under programs which it administers.
f. Benefit rates and effective dates may be disclosed to the Social
Security Administration, Bureau of Supplemental Security Income, to
Federal, State and local welfare or public aid agencies to assist them
in processing applications for benefits under their respective
programs.
g. Last addresses information may be disclosed to the Department of
Health and Human Services in conjunction with the Parent Locator
Service.
h. Benefit rates, entitlement and other necessary information may
be released to the Department of Labor in conjunction with payment of
benefits under the Federal Coal Mine and Safety Act.
i. Pursuant to a request from an employer covered by the Railroad
Retirement Act or the Railroad Unemployment Insurance Act or from
[[Page 73502]]
an organization under contract to an employer or employers, information
regarding the Board's payment of benefits, the methods by which such
benefits are calculated, entitlement data and present address may be
released to the requesting employer or the organization under contract
to the employer or employers for the purposes of determining
entitlement to and the rates of private supplemental pension benefits
and to calculate estimated benefits due.
j. If a request for information pertaining to an individual is made
by an official of a labor organization of which the individual is a
member and the request is made on behalf of the individual, information
from the record of the individual concerning his benefit or anticipated
benefit and concerning the method of calculating that benefit may be
disclosed to the labor organization official.
k. (Standard Disclosure 1.)
l. (Standard Disclosure 3.)
m. Records may be disclosed to the Government Accountability Office
for auditing purposes and for collection of debts arising from
overpayments under Title II of the Social Security Act, as amended.
n. Records may be disclosed in a court proceeding relating to any
claims for benefits by the beneficiary under the Railroad Retirement
Act and may be disclosed during the course of an administrative appeal
to individuals who need the records to prosecute or decide the appeal
or to individuals who are requested to provide information relative to
an issue involved in the appeal.
o. (Standard Disclosure 4.)
p. (Standard Disclosure 7.)
q. For payments made after December 31, 1983, beneficiary
identifying information, address, amounts of benefits paid and repaid,
beneficiary withholding instructions, and amounts withheld by the RRB
for tax purposes may be furnished to the Internal Revenue Service for
tax administration.
r. Beneficiary identifying information, entitlement data, and
benefit rates may be released to the Department of State and embassy
and consular officials, to the American Institute on Taiwan, and to the
Veterans Administration Regional Office, Philippines, to aid in
insuring the continued payment of beneficiaries living abroad.
s. (Standard Disclosure 2.)
t. Entitlement data and benefit rates may be released to any court,
state, agency, or interested party, or to the representative of such
court, state agency, or interested party, in connection with
contemplated or actual legal or administrative proceeding concerning
domestic relations and support matters.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper, magnetic tape and microforms.
RETRIEVABILITY:
Social security account number, full name.
SAFEGUARDS:
Records are maintained in areas not accessible to the public;
buildings are secured (guard service).
RETENTION AND DISPOSAL:
Paper: Individual claim folders with records of all actions
pertaining to the payment of claims are transferred to the Federal
Records Center, Chicago, Illinois 5 years after the date of last
payment or denial activity if all benefits have been paid, no future
eligibility is apparent and no erroneous payments are outstanding.
The claim folder is destroyed 25 years after the date it is
received in the center. Accounts receivable listings and checkwriting
operations daily activity listings are transferred to the Federal
Records Center 1 year after date of issue and are destroyed 6 years and
3 months after receipt at the center. Other paper listings are
destroyed 1 year after the date of issue. Changes of address source
documents are destroyed after 1 year.
Magnetic tape: Tapes are updated at least monthly. For disaster
recovery purposes, certain tapes are stored for 12-18 month periods.
Microforms: Originals are kept for 3 years, transferred to the
Federal Records Center and destroyed when 8 years old. One duplicate
copy is kept 2 years and destroyed by shredding. All other duplicate
copies are kept 1 year and destroyed by shredding.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, U.S. Railroad
Retirement Board, 844 North Rush Street, Chicago, Illinois 60611-2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's records should
be in writing, including full name, social security number and railroad
retirement claim number (if any) of the individual. Before any
information about any record will be released, the individual may be
required to provide proof of identity, or authorization from the
individual to permit release of information. Such requests should be
sent to: Office of Programs--Director of Operations, Railroad
Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2092.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Individual applicant or his or her authorized representative, the
Social Security Administration, other record systems maintained by the
Railroad Retirement Board.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
* * * * *
RRB-2 [Reserved]
* * * * *
RRB-3
SYSTEM NAME:
Medicare: Part B (Supplementary Medical Insurance Payment System--
Contracted to Palmetto Government Benefits Administrators).
SYSTEM LOCATION:
Main Office: Palmetto Government Benefit Administrators, 17
Technology Circle, Columbia, South Carolina 29203-9591; Regional
Office: P.O. Box 10066, Augusta, Georgia 30999.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Qualified railroad retirement beneficiaries covered by MEDICARE,
Part B, who file claims under the medical insurance program.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, health insurance claim number, address, date of birth,
telephone number, description of illness and treatment pertaining to
claim, indication of other health insurance or medical assistance
pertinent to claim, date(s) and place(s) of physician service,
description of medical procedures, services or supplies furnished,
nature of illness(es), medical charges, name, address and telephone of
physician, identifying number of provider, designation of payee, Part B
entitlement date, Part B deductible status and amount of payment to
beneficiary or payee.
[[Page 73503]]
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(d) of the Railroad Retirement Act of 1974 (45 U.S.C.
231f(d)).
PURPOSE(S):
Records in this system are maintained to administer the
supplementary medical insurance (Part B) portion of Medicare under
Title XVIII of the Social Security Act for qualified railroad
retirement beneficiaries.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS, AND THE PURPOSES OF SUCH USES:
a. In the event the Board has determined to designate a person to
be the representative payee of an incompetent beneficiary, disclosure
of information concerning the benefit amount and other similar
information may be made to the representative payee from the record of
the individual.
b. Information regarding payments and deductibles may be released
to the Department of Health and Human Services for use in administering
Title XVIII of the Social Security Act, as amended, and to establish,
audit, and maintain account and vouchering records.
c. Records may be disclosed in a court proceeding relating to any
claims for benefits under Title XVIII of the Social Security Act and
may be disclosed during the course of an administrative appeal hearing
to individuals who need the records to prosecute or decide the appeal
or to individuals who are requested to provide information relative to
an issue involved in the appeal.
d. Records may be disclosed to the General Accountability Office
for auditing purposes and for collection of debts arising from
overpayments under Title XVIII of the Social Security Act.
e. (Standard Disclosure 1.)
f. Pursuant to a request from an employer covered by the Railroad
Retirement Act or the Railroad Unemployment Insurance Act, information
regarding the status of a qualified railroad retirement beneficiary's
enrollment in Medicare and premium payment status may be released to
the requesting employer for the purposes of coordinating employee
supplemental welfare benefits.
g. If a request for information pertaining to an individual is made
by an official of a labor organization of which the individual is a
member and the request is made on behalf of the individual, information
from the record of the individual concerning his or her entitlement and
premium status may be disclosed to the labor organization official.
h. (Standard Disclosure 4.)
i. (Standard Disclosure 7.)
j. Information may be furnished to the U.S. Postal Service and to
State and local police authorities for investigation of the loss,
theft, and/or forgery of Medicare checks.
k. Information may be furnished to the State licensing boards for
review of unethical practices or nonprofessional conduct. When such
information has been disclosed to a State licensing board, it may also
be disclosed when requested to State agencies investigating such
conduct under Titles V and XIX of the Social Security Act and to the
TRICARE organization and to TRICARE contractors that are not also
Medicare contractors.
l. General guidelines dealing with length of stay, diagnosis and
other criteria used in the claims process to establish the basis for
payment may be disclosed to the requester. Information regarding
physicians' prevailing or customary charges may be furnished.
m. The following general types of information may be disclosed to
Title XIX agencies (to a state agency or to a carrier acting for a
State agency charged with administration of a program under Title XIX):
Physician, other practitioner and supplier identification numbers, and
charges of physicians or other practitioners or suppliers for services
furnished to beneficiaries.
n. Information on such matters as entitlement, benefit payment, or
benefit utilization relating to an individual may be disclosed to any
State agency or to a carrier acting for a State agency charged with the
administration of a program under Title XIX. Note: Disclosure to State
agencies administering other Federal grants-in-aid programs requires
the authorization of the beneficiary or his/her legal representative.
o. (Standard Disclosure 2.)
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper, magnetic tape and microforms.
RETRIEVABILITY:
Health insurance claim number, name.
SAFEGUARDS:
The contractor is bound by the contract set forth by the Railroad
Retirement Board which contains specific instruction regarding its
responsibility in claim information handled and released, and by
guidance and procedures issued by the Centers for Medicare & Medicaid
Services (CMS). It is also bound by the same regulations regarding
disclosure and security of information as the Board itself.
RETENTION AND DISPOSAL:
Records are maintained by the insurance company office for 27
months. At the end of 27 months the material is sent to the storage
areas maintained by the insurance company. Records are retained and
stored in accordance with guidelines issued by CMS.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, U.S. Railroad
Retirement Board, 844 North Rush Street, Chicago, Illinois 60611-2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be
in writing, including the full name, social security number and
railroad retirement claim (if any) of the individual. Before
information about any record will be released, the individual may be
required to provide proof of identity, or authorization from the
individual to permit release of information. Requests should be sent to
the Office of Programs--Director of Operations, U.S. Railroad
Retirement Board, 844 North Rush Street, Chicago, Illinois 60611-2092.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Claimant, his/her authorized representative or his/her survivors,
the Social Security Administration, the Centers for Medicare & Medicaid
Services and its contractors, physicians, and hospitals.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
* * * * *
RRB-4
SYSTEM NAME:
Estimated Annuity, Total Compensation and Residual Amount File
(MARC).
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844 North Rush Street, Chicago,
Illinois 60611-2092.
[[Page 73504]]
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Railroad employees who never filed an application for an annuity,
have not been reported to be deceased and who either worked in the
current reporting year or have at least 120 months of creditable
railroad service or have at least 60 months of creditable railroad
service after 1995.
CATEGORIES OF RECORDS IN THE SYSTEM:
For employees with less than 120 months of creditable railroad
service, or less than 60 months of creditable railroad service after
1995: SSN, name, date of birth, sex, cumulative service, cumulative
tier 1 compensation, daily pay rate, employer number, gross residual,
year last worked, number and pattern of months worked in year last
worked, tier 1 compensation for year last worked, tier 2 compensation
for year last worked. For railroad employees with 120 or more months of
creditable railroad service and for employees with at least 60 months
of creditable railroad service after 1995; all of the above information
plus estimated annuity data and SSA data.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(6) of the Railroad Retirement Act of 1974 (45 U.S.C.
231f(b)(6)).
PURPOSE(S):
The primary purpose of the system is to provide field offices with
the capability of furnishing annuity estimates to prospective
beneficiaries. The system is also used by field offices to provide
temporary annuity rates that the Division of Operations may issue to
applicants for employee and spouse benefits.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS, AND THE PURPOSES OF SUCH USES:
a. Entitlement information may be disclosed to primary
beneficiaries regarding secondary beneficiaries (or vice versa) when
the addition of such beneficiary affects either the entitlement or
benefit payment.
b. (Standard Disclosure 3.)
c. (Standard Disclosure 1.)
d. Pursuant to a request from an employer covered by the Railroad
Retirement Act or the Railroad Unemployment Insurance Act, information
regarding the Board's estimated payment of unemployment, sickness or
retirement benefits, the methods by which such benefits are calculated
and entitlement data may be released to the requesting employer for the
purposes of determining entitlement to and the rates of private
supplemental pensions, sickness or unemployment benefits and to
calculate estimated benefits due.
e. If a request for information pertaining to an individual is made
by an official of a labor organization of which the individual is a
member and the request is made on behalf of the individual, information
from the record of the individual concerning his anticipated benefit
and concerning the method of calculating that benefit may be disclosed
to the labor organization official.
f. (Standard Disclosure 2.)
g. (Standard Disclosure 7.)
h. Annuity estimates may be released to any court, state agency, or
interested party, or the representative of such court, state agency, or
interested party, in connection with contemplated or actual legal or
administrative proceeding concerning domestic relations and support
matters.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
On-line mainframe system.
RETRIEVABILITY:
Social security number.
SAFEGUARDS:
Only authorized personnel have access to these records. Access is
determined by internal computer system security levels.
RETENTION AND DISPOSAL:
A maximum of three sets of MARC records (the current and prior two
sets of MARC) are maintained on-line with the oldest set deleted when a
new MARC is produced.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, U.S. Railroad
Retirement Board, 844 North Rush Street, Chicago, Illinois 60611-2092.
NOTIFICATION PROCEDURE:
Request for information regarding an individual's record should be
in writing, including the full name, social security number and
railroad retirement claim number (if any) of the individual. Before
information about any record will be released, the individual may be
required to provide proof of identity, authorization from the
individual to permit release of information. Requests should be sent to
the Office of Programs--Director of Operations, U.S. Railroad
Retirement Board, 844 North Rush Street, Chicago, Illinois 60611-2092.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Information which is secured from the original master records is
made available to all authorized headquarters and field service users.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
* * * * *
RRB-5
SYSTEM NAME:
Master File of Creditable Service and Compensation of Railroad
Employees.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844 North Rush Street, Chicago,
Illinois 60611-2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All individuals with creditable service under the Railroad
Retirement and Railroad Unemployment Insurance Acts.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, social security number, RRB claim number, annuity beginning
date, date of birth, sex, last employer identification number, amount
of daily pay rate, separation allowance or severance payment,
creditable service and compensation after 1937, home address, and date
of death.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(6) of the Railroad Retirement Act of 1974 (45 U.S.C.
231f(b)(6)) and section 12(l) of the Railroad Unemployment Insurance
Act (45 U.S.C. 362(l)).
PURPOSE(S):
The purpose of this system is to store railroad earnings of
railroad employees which are used to determine entitlement to and
amount of benefits payable under the Railroad Retirement Act, the
Railroad Unemployment Insurance Act and the Social Security Act, if
applicable. The records are updated daily based on earnings reports
received
[[Page 73505]]
from railroad employers and the Social Security Administration and are
stored in the Employment Data Maintenance Application database and the
Separation Allowance Lump Sum Adjustment master file (SALSA).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS, AND THE PURPOSES OF SUCH USES:
a. Records may be transferred to the Social Security Administration
to correlate disability freeze actions and in the cases where the
railroad employees do not acquire 120 creditable service months before
retirement or death or have no current connection with the railroad
industry, to enable SSA to credit the employee with the compensation
and to pay or deny benefits.
b. Yearly service months, cumulative service months, yearly
creditable compensation, and cumulative creditable compensation may be
released to the employees directly or through their respective
employer.
c. Service months and earnings may be released to employers or
former employers for correcting or reconstructing earnings records for
railroad employees.
d. (Standard Disclosure 3.)
e. Employee identification and potential entitlement may be
furnished to the Social Security Administration, Bureau of Supplemental
Security Income, to Federal, State, and local welfare or public aid
agencies to assist them in processing application for benefits under
their respective programs.
f. Employee identification and other pertinent information may be
released to the Department of Labor in conjunction with payment of
benefits under the Federal Coal Mine and Safety Act.
g. The last employer information may be disclosed to the Department
of Health and Human Services in conjunction with the Parent Locator
Service.
h. (Standard Disclosure 1.)
i. Pursuant to a request from an employer covered by the Railroad
Retirement Act or the Railroad Unemployment Insurance Act, information,
regarding the employee's potential eligibility for unemployment,
sickness or retirement benefits may be released to the requesting
employer for the purpose of determining entitlement to and the rates of
private supplemental pension, sickness or unemployment benefits and to
calculate estimated benefits due from the employer.
j. If a request for information pertaining to an individual is made
by an official of a labor organization of which the individual is a
member and the request is made on behalf of the individual, information
from the record of the individual concerning his anticipated benefit
may be disclosed to the labor organization official.
k. Records may be disclosed in a court proceeding relating to any
claims for benefits by the beneficiary under the Railroad Retirement
Act or the Railroad Unemployment Insurance Act and may be disclosed
during the course of an administrative appeal to individuals who need
the records to prosecute or decide the appeal or to individuals who are
requested to provide information relative to an issue involved in the
appeal.
l. (Standard Disclosure 4.)
m. (Standard Disclosure 7.)
n. All records may be disclosed to the Social Security
Administration for purposes of administration of the Social Security
Act.
o. Service and compensation and last employer information may be
furnished, upon request, to state agencies operating unemployment or
sickness insurance programs for the purposes of their administering
such programs.
p. (Standard Disclosure 2.)
q. The name, address and gender of a railroad worker may be
released to a Member of Congress when the Member requests it in order
that he or she may communicate with the worker about legislation which
affects the railroad retirement or railroad unemployment and sickness
insurance program.
r. The service history of an employee (such as whether the employee
had service before a certain date and whether the employee had at least
a given number of years of service) may be disclosed to AMTRAK when
such information would be needed by AMTRAK to make a determination
whether to award a travel pass to either the employee or the employee's
widow.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE:
Magnetic tape, magnetic disk and paper.
RETRIEVABILITY:
Social security number, claim number and name.
SAFEGUARDS:
Magnetic tape and magnetic disk: Computer and computer storage
rooms are restricted to authorized personnel; on-line query safeguards
include a lock/unlock password system, a terminal oriented transaction
matrix and an audit trail.
Paper: Bound in hard covers and stored on steel shelving accessible
to only authorized personnel.
RETENTION AND DISPOSAL:
Magnetic disk: Permanent.
Magnetic tape and digital media: Retained five years and destroyed
acccording to National Institute of Standards and Technology (NIST)
guidelines.
Paper: Retained five years and destroyed by shredding.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, U.S. Railroad
Retirement Board, 844 North Rush Street, Chicago, Illinois 60611-2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be
in writing, including the full name, social security number and
railroad retirement claim number (if any) of the individual. Before any
information about any record will be released, the individual may be
required to provide proof of identity, or authorization from the
individual to permit release of information. Requests should be sent to
the Office of Programs--Assessment & Training, Chief of Employer
Service and Training Center, U.S. Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611-2092.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Railroad employer.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
* * * * *
RRB-6
SYSTEM NAME:
Unemployment Insurance Record File.
SYSTEM LOCATION:
District Offices: See Appendix I for addresses.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Claimants for unemployment benefits under the Railroad Unemployment
[[Page 73506]]
Insurance Act (RUIA) and their respective employers.
CATEGORIES OF RECORDS IN THE SYSTEM:
Development file containing letters from claimants, report of
Railroad Unemployment Insurance Act fraud investigations and supporting
evidence, erroneous payment investigations, protest and appeal requests
and responses.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 12(l) of the Railroad Unemployment Insurance Act (45 U.S.C.
362(l)).
PURPOSE(S):
This system of records is used for filing general information about
applicants for RUIA benefits. If an applicant files for unemployment
insurance benefits, some of the information in this file will be also
placed in the claimants UI file.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS, AND THE PURPOSES OF SUCH USES:
a. Beneficiary identifying information may be released to third
party contacts to determine if incapacity of the beneficiary or
potential beneficiary to understand or use benefits exists, and to
determine the suitability of a proposed representative payee.
b. Benefit rate, name and address may be referred to the Treasury
Department to control for reclamation and return of outstanding benefit
checks, to issue benefit checks, reconcile reports of non-delivery, and
to insure delivery of payments to the correct address or account of the
beneficiary or representative payee.
c. Beneficiary's name, address, payment rate, date and number, plus
supporting evidence may be released to the U.S. Postal Service for
investigation of alleged forgery or theft of railroad unemployment or
sickness benefit payments.
d. Identifying information such as full name, address, date of
birth, social security number, employee identification number, and date
last worked, may be released to any last employer to verify entitlement
for benefits under the Railroad Unemployment Insurance Act.
e. Pursuant to a request from an employer covered by the Railroad
Retirement Act or the Railroad Unemployment Insurance Act, information
regarding the Board's payment of unemployment or sickness benefits, the
methods by which such benefits are calculated, entitlement data and
present address may be released to the requesting employer for the
purposes of determining entitlement to and rates of private
supplemental pension, sickness or unemployment benefits and to
calculate estimated benefits due.
f. Benefit rates and effective dates may be released to the Social
Security Administration, Bureau of Supplemental Security Income, to
Federal, State and local welfare or public aid agencies to assist them
in processing applications for benefits under their respective
programs.
g. In the event the Board has determined to designate a person to
be the representative payee of an incompetent beneficiary, disclosure
of information concerning the benefit amount and other similar
information may be made to the representative payee from the record of
the individual.
h. Records may be disclosed to the General Accountability Office
for auditing purposes and for collection of debts arising from
overpayments under the Railroad Unemployment Insurance Act, as amended.
i. The last addresses and employer information may be disclosed to
the Department of Health and Human Services in conjunction with the
Parent Locator Service.
j. (Standard Disclosure 1.)
k. If a request for information pertaining to an individual is made
by an official of a labor organization of which the individual is a
member and the request is made on behalf of the individual, information
from the record of the individual concerning this benefit or
anticipated benefit may be disclosed to the labor organization
official.
l. Records may be disclosed in a court proceeding relating to any
claims for benefits by the beneficiary under the Railroad Unemployment
Insurance Act and may be disclosed during the course of an
administrative appeal to individuals who need the records to prosecute
or decide the appeal or to individuals who are requested to provide
information relative to an issue involved in the appeal.
m. (Standard Disclosure 4.)
n. (Standard Disclosure 7.)
o. Beneficiary identifying and claim period information may be
furnished to states for the purpose of their notifying the RRB whether
claimants were paid state unemployment or sickness benefits and also
whether wages were reported for them. For claimants that a state
identifies as having received state unemployment benefits, RRB benefit
information may be furnished the state for the purpose of recovery of
the amount of the duplicate payments which were made.
p. (Standard Disclosure 2.)
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper.
RETRIEVABILITY:
Name, social security number.
SAFEGUARDS:
Kept in steel file cabinets away from the general public and are
available only to district office and regional office personnel.
RETENTION AND DISPOSAL:
Shredded five years after end of benefit year in which originated.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, U.S. Railroad
Retirement Board, 844 North Rush Street, Chicago, Illinois 60611-2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's records should
be in writing, including full name, social security number, and
railroad retirement claim number (if any) of the individual. Before any
information about any record will be released, the individual may be
required to provide proof of identity or authorization from the
individual to permit release of information. Requests should be sent to
the Office of Programs--Director of Operations, U.S. Railroad
Retirement Board, 844 North Rush Street, Chicago, Illinois 60611-2092.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Individual claimant or his authorized representative, employers,
State employment and unemployment claims records, Federal, and Social
Security Administration employer compensation reports.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
* * * * *
RRB-7
SYSTEM NAME:
Applications for Unemployment Benefits and Placement Service under
the Railroad Unemployment Insurance Act.
[[Page 73507]]
SYSTEM LOCATION:
U.S. Railroad Retirement Board--Headquarters: 844 N. Rush Street,
Chicago, Illinois 60611-2092; District Offices: See Appendix I for
addresses.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have applied for unemployment benefits and
employment service.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, account number, age, sex, education, employer,
occupation, rate of pay, reason not working and last date worked,
personal interview record, results of investigations.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 12(l) of the Railroad Unemployment Insurance Act (45 U.S.C.
362(l)).
PURPOSE(S):
The purpose of this system of records is to be used as an
individual's UI file. The records contained in the file are pertinent
to the individual's claim for unemployment benefits under the RUIA.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS, AND THE PURPOSES OF SUCH USES:
a. Selected information may be disclosed to prospective employers
for potential job placement.
b. In the event the Board has determined to designate a person to
be the representative payee of an incompetent beneficiary, disclosure
of information concerning the benefit amount and other similar
information may be made to the representative payee from the record of
the individual.
c. Beneficiary identification and entitlement information may be
released to third party contacts to determine if incapacity of the
beneficiary or potential beneficiary to understand or use benefits
exists, and to determine the suitability of a proposed representative
payee.
d. A record from this system of records may be disclosed 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 information is
relevant and necessary to the requesting agency's decision on the
matter, provided that disclosure would be clearly in the furtherance of
the interest of the subject individual.
e. Beneficiary identification, entitlement, and benefit rate
information may be released to the Treasury Department to control for
reclamation and return of outstanding benefit payments, to issue
benefit payments, reconcile reports of non-delivery and to insure
delivery of payments to the correct address or account of the
beneficiary or representative payee.
f. Information may be referred to the U.S. Postal Service for
investigation of alleged forgery or theft of railroad unemployment or
sickness benefit checks.
g. Beneficiary identification, entitlement, and benefit rate
information may be released to the Social Security Administration,
Bureau of Supplemental Security Income, to Federal, State, and local
welfare or public aid agencies to assist them in processing
applications for benefits under their respective programs.
h. The last addresses and employer information may be disclosed to
Department of Health and Human Services in conjunction with the Parent
Locator Service.
i. (Standard Disclosure 3.)
j. Records may be disclosed to the General Accountability Office
for auditing purposes and for collection of debts arising from
overpayments under the Railroad Unemployment Insurance Act, as amended.
k. Identifying information such as full name, address, date of
birth, social security number, employee identification number, and date
last worked, may be released to any last employer to verify entitlement
for benefits under the Railroad Unemployment Insurance Act.
l. (Standard Disclosure 1.)
m. Pursuant to a request from an employer covered by the Railroad
Retirement Act or the Railroad Unemployment Insurance Act, information
regarding the Board's payment of unemployment or sickness benefits, the
methods by which such benefits are calculated, entitlement data and
present address will be released to the requesting employer for the
purposes of determining entitlement to and rates of private
supplemental pension, sickness or unemployment benefits and to
calculate estimated benefits due.
n. If a request for information pertaining to an individual is made
by an official of a labor organization of which the individual is a
member and the request is made on behalf of the individual information
from the record of the individual concerning his benefit or anticipated
benefit and concerning the method of calculating that benefit may be
disclosed to the labor organization official.
o. Records may be disclosed in a court proceeding relating to any
claims for benefits by the beneficiary under the Railroad Unemployment
Insurance Act and may be disclosed during the course of an
administrative appeal to individuals who need the records to prosecute
or decide the appeal or to individuals who are requested to provide
information relative to an issue involved in the appeal.
p. (Standard Disclosure 4.)
q. (Standard Disclosure 7.)
r. (Standard Disclosure 2.)
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper, electronic records.
RETRIEVABILITY:
Social security number.
SAFEGUARDS:
Paper files stored in locked room; electronic files accessible by
password and protected by network and physical security.
RETENTION AND DISPOSAL:
In routine cases, held for three years after end of benefit year in
which originated. In those with adverse activities (claims denied),
held for five years after end of benefit year in which originated. At
end of both periods, files are shredded.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Programs--Director of Policy and Systems, U.S. Railroad
Retirement Board, 844 North Rush Street, Chicago, Illinois 60611-2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be
in writing, including the full name, social security number and
railroad retirement claim number(if any) of the individual. Before
information about any record will be released, the individual may be
required to provide proof of identity, or authorization from the
individual to permit release of information. Requests should be sent to
the Office of Programs--Director of Operations, U.S. Railroad
Retirement Board, 844 North Rush Street, Chicago, Illinois 60611-2092.
[[Page 73508]]
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Individual applicant or his authorized representative, present and
former employers, State and Federal departments of employment security,
Social Security Administration and labor organizations.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
* * * * *
RRB-8
SYSTEM NAME:
Railroad Retirement Tax Reconciliation System (Employee
Representatives).
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844 North Rush Street, Chicago,
Illinois 60611-2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Railroad employee representatives covered under the Railroad
Retirement Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
Employee quarterly railroad tax return.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 15 of the Railroad Retirement Act of 1974 (45 U.S.C. 231n).
PURPOSE(S):
The purpose of this system is to ensure that the earnings of
employee representatives reported to the Internal Revenue Service for
tax purposes agree with earnings reported to the RRB for benefit
payment purposes.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS, AND THE PURPOSES OF SUCH USES:
a. Service and earnings information may be released to the Internal
Revenue Service and the Treasury Department to refund excess taxes.
b. Records may be disclosed to the General Accountability Office
for auditing purposes.
c. Service and earnings information may be released to employers or
former employers for correcting or reconstructing earnings records for
railroad retirement, supplemental or unemployment/sickness employment
tax purposes only, not to be construed as an extension of the statutory
time limitation to amend such records.
d. (Standard Disclosure 4.)
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper.
RETRIEVABILITY:
Name.
SAFEGUARDS:
Records are maintained in areas not accessible to the public and
are not permitted to be removed without authorization; secured
building.
RETENTION AND DISPOSAL:
Employee's representatives' quarterly tax returns and tax reporting
reconciliation file are retained for 6 years and 3 months after the
period covered by the records and then are destroyed by shredding.
SYSTEM MANAGER(S) AND ADDRESS:
Chief Financial Officer, U.S. Railroad Retirement Board, 844 North
Rush Street, Chicago, Illinois 60611-2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be
in writing addressed to the System Manager identified above, including
the full name and Social Security number. Before information about any
record is released, the System Manager may require the individual to
provide proof of identity or require the requester to furnish an
authorization from the individual to permit release of information.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
Railroad tax reports, creditable and taxable compensation.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
* * * * *
RRB-9 [Reserved]
* * * * *
RRB-10
SYSTEM NAME:
Legal Opinion and Correspondence Files.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844 North Rush Street, Chicago,
Illinois 60611-2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants for benefits under the Railroad Retirement Act or the
Railroad Unemployment Insurance Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
The files include a copy of the question submitted to the legal
department for an opinion and a copy of the response released.
Responses may be a formal legal opinion, a letter, or a memorandum.
There may be copies of any correspondence between the agency and the
individual or his/her employer concerning the question presented.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(6) of the Railroad Retirement Act of 1974 (45 U.S.C.
231f(b)(6)) and section 12(l) of the Railroad Unemployment Insurance
Act (45 U.S.C. 362(l)).
PURPOSE(S):
The RRB needs to collect and maintain information contained in this
system of records in order to make decisions regarding the claims for
benefits of individual under various Acts administered by the RRB.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS, AND THE PURPOSES OF SUCH USES:
None.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper.
RETRIEVABILITY:
Name.
SAFEGUARDS:
Stored in areas not accessible to the public in offices locked
during non-business hours; access to these files is restricted to
attorneys and other authorized Board employees.
RETENTION AND DISPOSAL:
Opinions of precedential interest or otherwise of lasting
significance, and correspondence related to these opinions are retained
permanently. Opinions of limited significance beyond
[[Page 73509]]
the particular case, and correspondence related to these opinions, are
retained in the individual's claim folder, if any, established under
the Railroad Retirement Act. When no folder exists, these opinions, are
destroyed by shredding 2 years after the date of the last action taken
by the Bureau of Law on the matter.
SYSTEM MANAGER(S) AND ADDRESS:
General Counsel, U.S. Railroad Retirement Board, 844 North Rush
Street, Chicago, Illinois 60611-2092.
NOTIFICATION PROCEDURE:
Requests for information regarding an individual's record should be
in writing addressed to the System Manager identified above, including
the full name, social security number and claim number of the
individual. Before information about any record will be released, the
System Manager may require the individual to provide proof of identity
or require the requester to furnish an authorization from the
individual to permit release of information.
RECORD ACCESS PROCEDURE:
See Notification section above.
CONTESTING RECORD PROCEDURE:
See Notification section above.
RECORD SOURCE CATEGORIES:
The subject person's authorized representative, other record
systems maintained by the Railroad Retirement Board, employers.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
* * * * *
RRB-11
SYSTEM NAME:
Files on Concluded Litigation.
SYSTEM LOCATION:
U.S. Railroad Retirement Board, 844 North Rush Street, Chicago,
Illinois 60611-2092.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Railroad employees, retired railroad employees, and individuals
with some creditable railroad service who are involved in litigation in
which the Railroad Retirement Board has some interest as a party or
otherwise.
CATEGORIES OF RECORDS IN THE SYSTEM:
Legal briefs, reports on legal or factual issues involving copies
of subpoenas which may have been issued, copies of any motions filed,
transcripts of any depositions taken, garnishment process,
correspondence received and copies of any correspondence released by
the Board pertaining to the case, copies of any court rulings, and
copies of the final decision in the case.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 7(b)(6) of the Railroad Retirement Act of 1974 (45 U.S.C.
231f(b)(6)) and section 12(l) of the Railroad Unemployment Insurance
Act (45 U.S.C. 362(l)).
PURPOSE(S):
The RRB needs to collect and maintain records of concluded
litigation to which the RRB was a party.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS, AND THE PURPOSES OF SUCH USES:
None.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper.
RETRIEVABILITY:
Name.
SAFEGUARDS:
Stored in areas not accessible to the public in offices locked
during non-business hours; access to these files is restricted to
attorneys and other authorized Board employees.
RETENTION AND DISPOSAL:
Files relating to cases of precedential interest are retained
permanently. Files of cases involving routine matters, other than
garnishments, are retained for 5 years after the case is closed, then
shredded. Files relating to garnishment of benefits are retained until
2 years after the date garnishment terminates, then destroyed.
SYSTEM MANAGER(S) AND AD