Privacy Act of 1974; New and Revised Systems of Records, 43710-43746 [2010-17934]

Agencies

• Railroad Retirement Board

[Federal Register Volume 75, Number 142 (Monday, July 26, 2010)]
[Notices]
[Pages 43710-43746]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2010-17934]



[[Page 43709]]

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Part III





Railroad Retirement Board





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

Federal Register / Vol. 75 , No. 142 / Monday, July 26, 2010 / 
Notices

[[Page 43710]]


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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 and 
Standard Disclosures.

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SUMMARY: The purpose of this document is to republish and update all 
existing systems of records in their entirety, to change the name of 
one system of records and to publish three new systems of records.

DATES: These changes become effective as proposed without further 
notice on September 24, 2010. We will file a report of these Systems of 
Records Notices with the Committee on Homeland Security and 
Governmental Affairs of the Senate; the Committee on Oversight and 
Government Reform of the House of Representatives; and the Office of 
Information and Regulatory Affairs, Office of Management and Budget 
(OMB).

ADDRESSES: Send comments to Beatrice Ezerski, Secretary to the Board, 
Railroad Retirement Board, 844 North Rush Street, Chicago, Illinois 
60611-2092.

FOR FURTHER INFORMATION CONTACT: Mr. Timothy Grant, Chief Privacy 
Officer, Railroad Retirement Board, 844 North Rush Street, Chicago, 
Illinois 60611-2092; telephone 312-751-4869, or e-mail at 
tim.grant@rrb.gov.

SUPPLEMENTARY INFORMATION: Three new systems of records are included in 
this notice: RRB-56, Employee Service and Railroad Employer Coverage 
Determination Files, RRB-57, Employee Emergency Notification System and 
RRB-58, Employee Tuition Assistance Program (TAP).
    We are changing the name of one system of records: RRB-19, Payroll 
& Cost Accounting System, is being renamed ``Transit Benefit Program 
Records System.'' The RRB transferred all pay operations over to the 
General Services Administration (GSA) National Payroll Center in June 
2004. The RRB now only manages payroll deductions for employee transit 
benefits.
    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 Government Printing Office. Concerning 
safeguarding and disposal of all systems of records, the RRB follows 
Federal Law and Regulations, the National Institute of Science and 
Technology (NIST) guidelines and best practices, as appropriate. Also, 
the routine uses in each system of records have been updated to reflect 
the establishment of RRB standard disclosures.

    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...........................  (Renamed) Transit Benefit Program
                                    Records System
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...........................  Physical 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

[[Page 43711]]

 
RRB-56...........................  New--Employee Service and Railroad
                                    Employer Coverage Determination
                                    Files
RRB-57...........................  New--Employee Emergency Notification
                                    System
RRB-58...........................  New--Employee Tuition Assistance
                                    Program (TAP)
------------------------------------------------------------------------

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 implemented in their 2007 Federal Register notice, 
certain standard disclosures which apply to all systems of records, 
unless specifically excluded in a system notice. These standard 
disclosures are in addition to the particular routine uses listed under 
each system of records, as follows:
    Standard Disclosure 1.--Congressional. 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.
    Standard Disclosure 2.--Presidential. 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.--Contractors working for Federal Government. 
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 that system of records.
    Standard Disclosure 4.--Law Enforcement. 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.--Breach Notification. 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.-- National Archives. 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.--Attorney Representative. 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.
* * * * *
RRB-1

SYSTEM NAME:
    Social Security Benefit Vouchering System.

SYSTEM LOCATION:
    U.S. Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 
60611.

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.

[[Page 43712]]

    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 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. 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.
    l. 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.
    m. 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.
    n. 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.
    o. 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, microforms, magnetic tape and magnetic disk.

RETRIEVABILITY:
    Social Security account number, full name.

SAFEGUARDS:
    Paper and Microforms: Maintained in areas not accessible to the 
public in metal filing cabinets. Offices are locked during non-business 
hours. Building has 24-hour on-site security officers, closed circuit 
television monitoring and intrusion detection systems.
    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, role-based access controls and audit trail. For electronic 
records, system securities are established in accordance with National 
Institute of Standards and Technology (NIST) guidelines, including 
network monitoring, defenses in-depth, incident response and forensics. 
In addition to the on-line query safeguards, they include encryption of 
all data transmitted and exclusive use of leased telephone lines.

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.
    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 in accordance with NIST 
guidelines.
    Magnetic tape: Tapes are updated at least monthly. For disaster 
recovery purposes, certain tapes are stored for 12-18-month periods.
    Magnetic disk: Continually updated and permanently retained. When 
magnetic disk or other electronic media is no longer servicable, it is 
sanitized in accordance with NIST guidelines.

SYSTEM MANAGER(S) AND ADDRESS:
    Office of Programs--Director of Policy and Systems, Railroad 
Retirement Board, 844 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.

[[Page 43713]]

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.

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. 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.
    f. 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.
    g. 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.
    h. 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 (Military Health Care System) organization and to TRICARE 
contractors that are not also Medicare contractors.
    i. 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.
    j. 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.
    k. 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.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper, microforms, magnetic tape and magnetic disk.

RETRIEVABILITY:
    Health insurance claim number, name.

SAFEGUARDS:
    The insurance company 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.

[[Page 43714]]

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, Railroad 
Retirement Board, 844 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. 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:
    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.

SYSTEM LOCATION:
    U.S. Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 
60611-2092.

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: Social Security Number (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. 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.
    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 anticipated benefit 
and concerning the method of calculating that benefit may be disclosed 
to the labor organization official.
    d. 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:
    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, role based access controls and audit trail. For electronic 
records, system securities are established in accordance with National 
Institute of Standards and Technology (NIST) guidelines, including 
network monitoring, defenses in-depth, incident response and forensics. 
In addition to the on-line query safeguards, they include encryption of 
all data transmitted and exclusive use of leased telephone lines.

RETENTION AND DISPOSAL:
    A maximum of three sets of records (the current and prior two sets) 
are maintained on-line with the oldest set purged when a new set is 
produced. When magnetic disk or other electronic media is no longer 
required or servicable, it is sanitized in accordance with NIST 
guidelines.

SYSTEM MANAGER(S) AND ADDRESS:
    Office of Programs--Director of Policy and Systems, Railroad 
Retirement Board, 844 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

[[Page 43715]]

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. 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:
    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 Rush Street, Chicago, Illinois 
60611.

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 payrate, 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 from railroad employers and the Social Security Administration 
and are stored in the Employment Data Maintenance Application database 
and the Separation Allowance Lump Sum Award (SALSA) Master File.

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. 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.
    e. 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.
    f. The last employer information may be disclosed to the Department 
of Health and Human Services in conjunction with the Parent Locator 
Service.
    g. 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.
    h. 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.
    i. 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.
    j. All records may be disclosed to the Social Security 
Administration for purposes of administration of the Social Security 
Act.
    k. 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.
    l. 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.
    m. 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:
    Paper, Magnetic tape and Magnetic disk.

RETRIEVABILITY:
    Social Security number, claim number and name.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinets. Offices are locked during non-business hours. Building 
has 24 hour on-site security officers, closed circuit

[[Page 43716]]

television monitoring and intrusion detection systems.
    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, role based access controls and audit trail. For electronic 
records, system securities are established in accordance with National 
Institute of Standards and Technology (NIST) guidelines, including 
network monitoring, defenses in-depth, incident response and forensics. 
In addition to the on-line query safeguards, they include encryption of 
all data transmitted and exclusive use of leased telephone lines.

RETENTION AND DISPOSAL:
    Paper: Retained five years and destroyed in accordance with NIST 
guidelines. Previous years ledger put in storage when current year 
ledger is complete.
    Magnetic tape: Magnetic tape records are retained for 90 days and 
then written over following NIST guidelines. For disaster recovery 
purposes certain tapes are stored 12-18 months.
    Magnetic disk: Continually updated and permanently retained. When 
magnetic disk or other electronic media is no longer servicable, it is 
sanitized in accordance with NIST guidelines.

SYSTEM MANAGER(S) AND ADDRESS:
    Office of Programs--Director of Policy and Systems, Railroad 
Retirement Board, 844 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. Such requests should be 
sent to: Office of Programs--Assessment & Training, Chief of Employer 
Service and Training Center, 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:
    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 
Insurance Act 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 UI 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. 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.
    k. 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

[[Page 43717]]

provide information relative to an issue involved in the appeal.
    l. 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 is made.

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:
    Maintained in areas not accessible to the public in steel filing 
cabinets and are available only to authorized district office and 
regional office personnel. Offices are locked during non-business 
hours. Building has 24 hour on-site security officers, closed circuit 
television monitoring and intrusion detection systems.

RETENTION AND DISPOSAL:
    Maintained for five years after end of benefit year in which 
originated, then destroyed in accordance with NIST guidelines.

SYSTEM MANAGER(S) AND ADDRESS:
    Office of Programs--Director of Policy and Systems, Railroad 
Retirement Board, 844 Rush Street, Chicago, Illinois 60611-2052.

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 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.

SYSTEM LOCATION:
    U.S. Railroad Retirement Board, 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:
    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. 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.
    j. 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.
    k. Pursuant to a request from an employer covered by the Railroad

[[Page 43718]]

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.
    l. 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.
    m. 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.

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 Magnetic Disk

RETRIEVABILITY:
    Social Security number.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinets. Access is limited to authorized RRB employees. Offices 
are locked during non-business hours. Building has 24 hour on-site 
security officers, closed circuit television monitoring and intrusion 
detection systems.
    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, role based access controls and audit trail. For electronic 
records, system securities are established in accordance with National 
Institute of Standards and Technology (NIST) guidelines, including 
network monitoring, defenses in-depth, incident response and forensics. 
In addition to the on-line query safeguards, they include encryption of 
all data transmitted and exclusive use of leased telephone lines.

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 destroyed in accordance with NIST 
guidance.
    Magnetic tape: Magnetic tape records are retained for 90 days and 
then written over following NIST guidelines. For disaster recovery 
purposes certain tapes are stored 12-18 months.
    Magnetic disk: Retained for at least seven, but no later than ten 
years after the close of the benefit year. When magnetic disk or other 
electronic media is no longer required or serviceable, it is sanitized 
in accordance with NIST guidelines.

SYSTEM MANAGER(S) AND ADDRESS:
    Office of Programs--Director of Policy and Systems, Railroad 
Retirement Board, 844 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. 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 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 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:
    Form CT-2 Employee Representative's 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. 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 Government Accountability Office 
for auditing purposes.
    c. 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.

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.

[[Page 43719]]

SAFEGUARDS:
    Maintained in areas not accessible to the public in metal filing 
cabinets. Access is limited to authorized RRB employees. Offices are 
locked during non-business hours. Building has 24 hour on-site security 
officers, closed circuit television monitoring and intrusion detection 
systems.

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 in 
accordance with NIST guidelines.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief Financial Officer, U.S. Railroad Retirement Board, 844 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 Rush Street, Chicago, Illinois 
60611.

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 individuals 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:
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:
    Maintained in areas not accessible to the public in metal filing 
cabinets. Offices are locked during non-business hours. Access to files 
is restricted to RRB attorneys and other authorized Board employees. 
Building has 24 hour on-site security officers, closed circuit 
television monitoring and intrusion detection systems.

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 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. Destruction is performed in accordance with NIST 
guidelines.

SYSTEM MANAGER(S) AND ADDRESS:
    General Counsel, U.S. Railroad Retirement Board, 844 Rush Street, 
Chicago, Illinois 60611.

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 Rush Street, Chicago, Illinois 
60611.

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 interes