Privacy Act of 1974; New and Revised Systems of Records, 73500-73532 [E7-24920]

Download as PDF 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 pwalker on PROD1PC71 with NOTICES2 SUPPLEMENTARY INFORMATION: VerDate Aug<31>2005 19:00 Dec 26, 2007 Jkt 214001 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 .......... PO 00000 Frm 00002 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 Sfmt 4703 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. E:\FR\FM\27DEN2.SGM 27DEN2 pwalker on PROD1PC71 with NOTICES2 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 VerDate Aug<31>2005 19:00 Dec 26, 2007 Jkt 214001 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. PO 00000 Frm 00003 Fmt 4701 Sfmt 4703 73501 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 E:\FR\FM\27DEN2.SGM 27DEN2 pwalker on PROD1PC71 with NOTICES2 73502 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 VerDate Aug<31>2005 19:00 Dec 26, 2007 Jkt 214001 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 PO 00000 Frm 00004 Fmt 4701 Sfmt 4703 * 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. E:\FR\FM\27DEN2.SGM 27DEN2 73503 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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. pwalker on PROD1PC71 with NOTICES2 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. VerDate Aug<31>2005 19:00 Dec 26, 2007 Jkt 214001 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 PO 00000 Frm 00005 Fmt 4701 Sfmt 4703 SYSTEM LOCATION: U.S. Railroad Retirement Board, 844 North Rush Street, Chicago, Illinois 60611–2092. E:\FR\FM\27DEN2.SGM 27DEN2 73504 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 PO 00000 Frm 00006 Fmt 4701 Sfmt 4703 E:\FR\FM\27DEN2.SGM 27DEN2 73505 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 VerDate Aug<31>2005 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 27DEN2 73506 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 27DEN2 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 PO 00000 Frm 00009 Fmt 4701 Sfmt 4703 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. E:\FR\FM\27DEN2.SGM 27DEN2 73508 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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. pwalker on PROD1PC71 with NOTICES2 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 VerDate Aug<31>2005 19:00 Dec 26, 2007 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 E:\FR\FM\27DEN2.SGM 27DEN2 73509 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 19:00 Dec 26, 2007 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 E:\FR\FM\27DEN2.SGM 27DEN2 73510 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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. E:\FR\FM\27DEN2.SGM 27DEN2 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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. E:\FR\FM\27DEN2.SGM 27DEN2 73512 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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. * E:\FR\FM\27DEN2.SGM * 27DEN2 * * Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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. VerDate Aug<31>2005 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 PO 00000 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. E:\FR\FM\27DEN2.SGM 27DEN2 73514 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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. pwalker on PROD1PC71 with NOTICES2 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 E:\FR\FM\27DEN2.SGM 27DEN2 pwalker on PROD1PC71 with NOTICES2 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 E:\FR\FM\27DEN2.SGM 27DEN2 73516 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 E:\FR\FM\27DEN2.SGM 27DEN2 pwalker on PROD1PC71 with NOTICES2 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 27DEN2 73518 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 E:\FR\FM\27DEN2.SGM 27DEN2 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 27DEN2 73520 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 27DEN2 73521 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 27DEN2 73522 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, E:\FR\FM\27DEN2.SGM 27DEN2 73523 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 E:\FR\FM\27DEN2.SGM 27DEN2 73524 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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: 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 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 E:\FR\FM\27DEN2.SGM 27DEN2 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices (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. pwalker on PROD1PC71 with NOTICES2 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. E:\FR\FM\27DEN2.SGM 27DEN2 73526 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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. pwalker on PROD1PC71 with NOTICES2 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 27DEN2 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 27DEN2 73528 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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. E:\FR\FM\27DEN2.SGM 27DEN2 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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. E:\FR\FM\27DEN2.SGM 27DEN2 73530 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 E:\FR\FM\27DEN2.SGM 27DEN2 Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / Notices 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 http://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 E:\FR\FM\27DEN2.SGM 27DEN2 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 E:\FR\FM\27DEN2.SGM 27DEN2

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





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 Privacy Act of 1974; New and Revised Systems of Records; Notice

Federal Register / Vol. 72, No. 247 / Thursday, December 27, 2007 / 
Notices

[[Page 73500]]


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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