Privacy Act of 1974; New and Revised Systems of Records, 58873-58911 [2014-22718]

Agencies

• Railroad Retirement Board

[Federal Register Volume 79, Number 189 (Tuesday, September 30, 2014)]
[Notices]
[Pages 58873-58911]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-22718]



[[Page 58873]]

Vol. 79

Tuesday,

No. 189

September 30, 2014

Part II





Railroad Retirement Board





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New and Revised Systems of Records; Notice

Federal Register / Vol. 79 , No. 189 / Tuesday, September 30, 2014 / 
Notices

[[Page 58874]]


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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 one new system of records.

DATES: These changes become effective as proposed without further 
notice on December 1, 2014. 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 Ms. Martha P. Rico, 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 email at 
tim.grant@rrb.gov.

SUPPLEMENTARY INFORMATION: One new system of records is included in 
this notice: RRB-59, Electronic Information Systems Activity and Access 
Logs.
    We are retiring one system of records: RRB-3, Medicare, Part B, as 
those records are part of Medicare Multi-Carrier Claims System (MCS), 
Department of Health and Human Services (HHS), Centers for Medicare & 
Medicaid Services (CMS).
    All other existing systems of records have been reviewed and any 
major changes are marked, such as a new routine use. The RRB follows 
Federal Law and Regulations, the National Institute of Science and 
Technology (NIST) guidelines and best practices, as appropriate to 
ensure proper safeguarding and disposal of our records.

    By Authority of the Board.
Martha P. Rico,
Secretary to the Board.

RAILROAD RETIREMENT BOARD (RRB) SYSTEMS OF RECORDS

RRB-1--Social Security Benefit Vouchering System
RRB-2--[Reserved]
RRB-3--[Reserved]
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 Reconsideration Denials for Benefits 
Under the Provisions of the Railroad Retirement Act or the Railroad 
Unemployment Insurance Act
RRB-18--Miscellaneous Payments paid/posted to the General Ledger by FFS 
the Financial Management Integrated System (FMIS)
RRB-19--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
RRB-56--Employee Service and Railroad Employer Coverage Determination 
Files
RRB-57--Employee Emergency Notification System
RRB-58--Employee Tuition Assistance Program (TAP)
RRB-59--New--Electronic Information Systems Activity and Access Logs

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

[[Page 58875]]

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.
    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

[[Page 58876]]

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.

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 [Retired]--Covered by Medicare Multi-Carrier Claims System 
(MCS), Department of Health and Human Services (HHS), Centers for 
Medicare & Medicaid Services (CMS), System Number 09-70-0501, see their 
Federal Register notice at 71 FR 64968, November 6, 2006.
* * * * *
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

[[Page 58877]]

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 
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.

[[Page 58878]]

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.
    n. Records may be released to the Internal Revenue Service for the 
sole purpose of computing the additional Medicare tax shortfall amount. 
Records released will include the Social Security Number (SSN), 
employer name and Employer Identification Number (EIN). Records 
provided shall not be used for IRS audits or any other unauthorized 
purposes.

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 cabinents. 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: 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. Requests should be sent to 
the Office of Programs--Policy & Systems, 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.

[[Page 58879]]

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-6

SYSTEM NAME:
    Unemployment Insurance Record 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:
    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 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: (Updated)
    Paper, Magnetic Disk.

RETRIEVABILITY:
    Name, social security number.

SAFEGUARDS: (Updated)
    Paper: Maintained in areas not accessible to the public in steel 
filing cabinents 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.
    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 computerized 
records electronically transmitted between headquarters and field 
office locations, 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: (Updated)
    Paper: Destroy 90 days after the date scanned into the imaging 
system or after completion of the quality assurance process, whichever 
is later.
    Magnetic Disk: These records will be maintained permanently until 
their official retention period is established by the National Archives 
and Records Administration (NARA).

[[Page 58880]]

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 Unemployment & Program Support 
Division, 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 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 
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.

[[Page 58881]]

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 cabinents. Access is limited to authorizied 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 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 
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 Unemployment & Program Support 
Division, 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.

SAFEGUARDS:
    Maintained in areas not accessible to the public in metal filing 
cabinents. Access is limited to authorizied 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.

[[Page 58882]]

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 
cabinents. 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. Decision documents are scanned and stored in the 
RRB Imaging System. Imaged documents are destroyed/purges for 
individual claimant's 7 years after the close of the fiscal year that 
they are determined to be inactive. Imaged documents and digest cards 
are stored in the retention and archival Legal Opinion Digitization 
System. 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 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:
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 58883]]

SAFEGUARDS:
    Maintained in areas not accessible to the public in metal filing 
cabinents. 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:
    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. 
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 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:
    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

SYSTEM NAME:
    Railroad Employees' Registration File.

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    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 CER-
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 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.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Microfiche.

RETRIEVABILITY:
    Social security number.

SAFEGUARDS:
    Maintained in areas not accessible to the public in metal filing 
cabinents. Access is limited to authorizied 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:
    Permanent retention.

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 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:
    Railroad employee and employer.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-13-15 [Reserved]
* * * * *
RRB-16

SYSTEM NAME:
    Social Security Administration Master Earnings File.

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY 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.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Social security account number, name, date of birth, gender, social 
security claim status, details of earnings

[[Page 58884]]

and periods of employment that are creditable under the Social Security 
Act for years after 1936.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Section 7(b)(6) of the Railroad Retirement Act of 1974 (45 U.S.C. 
231(b)(6)).

PURPOSE(S):
    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.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    Internal RRB Use.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Mainframe computer database.

RETRIEVABILITY:
    Social security account number and name.

SAFEGUARDS:
    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:
    Updates are made to database weekly using files transmitted to RRB 
from SSA over encrypted, exclusively leased telephone lines.
    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 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--Policy & Systems, Chief of Compensation & 
Employer Services, 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:
    Social Security Administration.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-17

SYSTEM NAME:
    Appeal Decisions from Reconsideration 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 Rush Street, Chicago, Illinois 
60611.

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: (Updated)
    Name, address, social security number, date of birth of appellant, 
decision of the hearings officer.

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): (Updated)
    Records are maintained to record appeals decisions issued by the 
Bureau of Hearings and Appeals regarding entitlement to benefits, 
waiver of overpayments, and issues of law under the Railroad Retirement 
Act and Railroad Unemployment Insurance Act.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES: (Updated)
    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 Railroad Unemployment Insurance Act.
    c. Records 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, such as the attorney or 
representative of the appellant, a vocational expert, or medical 
professionals.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

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

RETRIEVABILITY:
    Claim number or social security number, Bureau of Hearings and 
Appeals appeal number, or Bureau of Hearings and Appeal decision 
number.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. Access is limited to authorizied 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

[[Page 58885]]

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:
    The decisions maintained in the Bureau of Hearings and Appeals are 
retained for a period of 2 years and then destroyed by shredding in 
accordance with NIST guidelines. Decision documents are scanned and 
stored in the RRB Imaging System. Imaged documents are destroyed/purged 
for individual claimant's 7 years after the close of the fiscal year 
that they are determined to be inactive.

SYSTEM MANAGER(S) AND ADDRESS:
    Assistant General Counsel/Director of Hearings and Appeals, 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 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:
    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.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-18

SYSTEM NAME:
    Miscellaneous Payments paid/posted to the General Ledger by the 
Financial Management Integrated System (FMIS).

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Railroad Retirement Board employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Travel vouchers, miscellaneous reimbursement vouchers.

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 system is used to pay the operating expenses of the agency and 
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.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    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.

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:
    Name.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. Access is limited to authorizied 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:
    Paper. Retain at headquarters for two years then transferred to 
National Archives and Records Administration (NARA), Great Lakes 
Federal Records Center. The General Services Administration will 
destroy the records when authorized by the Government Accountability 
Office.
    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 required or 
servicable, it is sanitized 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 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.

[[Page 58886]]

CONTESTING RECORD PROCEDURE:
    See Notification section above.

RECORD SOURCE CATEGORIES:
    Employees travel records, memoranda from bureau directors and 
office heads. Form G-409 Request for Reimbursement of Commuiting 
Expenses and Form G-753 Application for Reimbursement of Medical and/or 
Eye Examination Fees.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-19

SYSTEM NAME:
    Transit Benefit Program Records System.

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Railroad Retirement Board employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Supporting documentation relating to participation in the agency's 
transit benefit program.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301, 1302; 26 U.S.C. 132(f); and Executive Order 9397.

PURPOSE(S):
    The purpose of this system is to maintain employee data related to 
eligibility and participation in the agency's transit benefit program.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    Transit benefit program documentation may be furnished to the 
Internal Revenue Service for tax administration purposes.

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 
cabinents. Access is limited to authorizied RRB employees. Information 
released only at employee's request or to approved federal authorities. 
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:
    Retained for three years and then 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 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:
    Form G-409 Railroad Retirement Board Request for Reimbursement of 
Commuting Expenses and Form G-410, Railroad Retirement Board 
Transportation Benefit Program Application.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-20

SYSTEM NAME:
    Health Insurance and Supplementary Medical Insurance Enrollment and 
Premium Payment System (MEDICARE).

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:
    Qualified Railroad Retirement beneficiaries who are eligible for 
Medicare coverage.

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.

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.

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.
    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

[[Page 58887]]

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. Beneficiary last address information may be disclosed to 
Department of Health and Human Services in conjunction with the Parent 
Locator Service.
    j. 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.
    k. 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.
    l. 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 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.
    m. 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.
    n. 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.
    o. Information may be disclosed to the Department of the Treasury 
for the purpose of investigating alleged forgery or theft of Medicare 
reimbursement checks.
    p. Information may be disclosed to the U.S. Postal Service for 
investigating alleged forgery or theft of Medicare checks.
    q. 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.
    r. 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.

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

RETRIEVABILITY:
    Claim number, social security number, full name.

SAFEGUARDS:
    Paper, Microforms and Optical: Maintained in areas not accessible 
to the public in metal filing cabinents. Access is limited to 
authorizied 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 disks: 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: 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. 
Destruction is in accordance with NIST guidelines.
    Microfilm and Optical Media: 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. Destruction is in accordance with NIST guidelines.
    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 retained for at least 7 but 
not more than 10 years after the close of the benefit year. 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:
    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: Director of Unemployment & Programs Support

[[Page 58888]]

Division, 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:
    Applicant (the qualified railroad beneficiary), his/her 
representative, Social Security Administration, Centers for Medicare & 
Medicaid Services, Federal, State or local agencies, third party 
premium payers, all other Railroad Retirement Board files, physicians.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-21

SYSTEM NAME:
    Railroad Unemployment and Sickness Insurance Benefit System.

SYSTEM LOCATION:
    U.S. Railroad Retirement Board, 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:
    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 protest or appeal by 
claimant of adverse determinations made on his claims.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    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 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. 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.
    i. The last addresses and employer information may be released to 
Department of Health and Human Services in conjunction with the Parent 
Locator Service.
    j. 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.
    k. 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.
    l. 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.
    m. 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.
    n. 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

[[Page 58889]]

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.
    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. Beneficiary identifying information, entitlement data, benefit 
rates and periods paid may be released to the Veterans Administration 
to verify continued entitlement to benefits.
    q. 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.
    r. 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.
    s. 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.
    t. 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 the state for the purpose of 
recovery of the amount of the duplicate payments which is made.
    u. 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.
    v. 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.
    w. 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.
    x. 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.
    y. 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.
    z. 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, microforms, magnetic tape, magnetic disk.

RETRIEVABILITY:
    Social Security number (claim number) and name.

SAFEGUARDS:
    Paper and Microforms: Maintained in areas not accessible to the 
public in metal filing cabinets. Access is limited to authorizied 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 disks: 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 and microform: Destroyed by shredding in accordance with NIST 
standards, no sooner than 7 years and no later than 10 years after the 
close of the benefit year.
    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 retained for at least 7 but 
not more than 10 years after the close of the benefit year. 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:
    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 Unemployment & Program Support 
Division, Railroad Retirement Board, 844 Rush Street, Chicago, Illinois 
60611.

RECORD ACCESS PROCEDURE:
    See Notification section above.

CONTESTING RECORD PROCEDURE:
    See Notification section above.

RECORD SOURCE CATEGORIES:
    Applicant, claimant or his or her representative, physicians, 
employers, labor organizations, federal, state, and local government 
agencies, all Railroad Retirement Board files, insurance

[[Page 58890]]

companies, attorneys, Congressmen, liable parties (in personal injury 
cases), funeral homes and survivors (for payment of death benefits).

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-22

SYSTEM NAME:
    Railroad Retirement, Survivor, and Pensioner Benefit System.

SYSTEM LOCATION:
    U.S. Railroad Retirement Board, 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: (Updated)
    Applicants for retirement and survivor benefits, (spouses, divorced 
spouses, widows, surviving divorced spouses, children, students, 
parents, grandchildren), and 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, death, 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:
    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.

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. 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. (Updated) Beneficiary identifying information, including social 
security account number, and supplemental annuity amounts may be 
released to the Internal Revenue Service.
    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. Medical evidence may be released to Board-appointed medical 
examiners to carry out their functions.
    o. 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.
    p. 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.

[[Page 58891]]

    q. 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 Security Act, 
as amended, or the Railroad Retirement Act.
    r. 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.
    s. 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.
    t. 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.
    u. 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.
    v. 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.
    w. 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.
    x. Medical records may be disclosed to vocational consultants in 
administrative proceedings.
    y. 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.
    z. 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.
    aa. 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.
    bb. 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.
    cc. 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.
    dd. 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.
    ee. 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.
    ff. 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 verify the amount by 
which Railroad Retirement Act benefits must be reduced, where 
applicable.
    gg. 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.
    hh. 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.
    ii. 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.
    jj. 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 female beneficiaries who 
remarried but who may not have notified the RRB of their remarriage.
    kk. 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.
    ll. 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:
    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:
    Claim number, social security number and full name.

[[Page 58892]]

SAFEGUARDS:
    Paper and Microforms: Maintained in areas not accessible to the 
public in metal filing cabinets. Access is limited to authorizied 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 disks: 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: Identify and transfer inactive folders to FRC periodically, 
transfer to National Archives 7 years after the close of the fiscal 
year folders were determined to be inactive.
    Electronically imaged documents: Destroy 90 days after the date 
scanned into the system or after completion of the quality assurance 
process, whichever is later.
    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.
    Magnetic disk: Continually updated and permanently retained.
    Electronically imaged documents: Destroy/delete individual claimant 
data 7 years after the close of the fiscal year determined to be 
inactive.

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 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 
required to provide proof of identity, or authorization from the 
individual to permit release of information. Such requests should be 
sent to: Director of Unemployment & Programs Support Division, 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 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-23-25 [Reserved]
* * * * *
RRB-26

SYSTEM NAME:
    Payment, Rate and Entitlement History File.

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

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 information and tax withholding 
information (actual amounts withheld for tax purposes).

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 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. 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.
    b. 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.
    c. 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.
    d. 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.
    e. Benefit information may be furnished to state agencies for the 
purposes of determining entitlement or continued entitlement to state 
income-dependent 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:
    None.

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

RETRIEVABILITY:
    By claim number or beneficiary's Social Security number.

SAFEGUARDS:
    Computer and computer storage rooms are restricted to authorized

[[Page 58893]]

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:
    Magnetic tape: Magnetic tape records are retained for six months. 
Activity record tapes are maintained for 15 months. For disaster 
recovery purposes certain tapes are stored for three years. When no 
longer needed, they are over-written following NIST guidelines.
    Magnetic disk: Non-Generational (unique) datasets are updated and 
permanently retained. Generational datasets are maintained in a rolling 
archive as they are created with the oldest dataset being replaced by 
the newest one. Normal lifespan for a generational dataset is 6-8 
months, at which point it is over-written. 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: (Updated)
    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.

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.
* * * * *
RRB-27

SYSTEM NAME:
    Railroad Retirement Board--Social Security Administration Financial 
Interchange System.

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    One-percent sample of former railroad employees and members of 
their families who would have been eligible for social security 
benefits if railroad employment had been covered by the social security 
system.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Claim number, social security number, date of birth, and 
administrative cost and payment data on imputed and actual social 
security benefits.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    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 Government 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, Magnetic tape and Magnetic disk.

RETRIEVABILITY:
    Claim and social security account numbers.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. Access is limited to authorizied 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:
    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 in accordance 
with NIST guidance.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief, Financial Interchange Division, Bureau of the Actuary, 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 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.

RECORD ACCESS PROCEDURE:
    See Notification section above.

[[Page 58894]]

CONTESTING RECORD PROCEDURE:
    See Notification section above.

RECORD SOURCE CATEGORIES:
    The Social Security Administration and other Railroad Retirement 
Board files.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-28 [Reserved]
* * * * *
RRB-29

SYSTEM NAME:
    Railroad Employees' Annual Gross Earnings Master File.

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Railroad workers whose social security account number ends in 
``30.''

CATEGORIES OF RECORDS IN THE SYSTEM:
    Gross earnings by individual by month, quarter or year.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    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 maintain gross earnings reports 
for Financial Interchange sample employees for use in the calculation 
of payroll tax amounts used in the financial interchange 
determinations.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    a. Records may be released to the Internal Revenue Service for the 
sole purpose of computing the additional Medicare tax shortfall amount. 
Records released will include the Social Security Number (SSN), 
employer name, Employer Identification Number (EIN) and gross earnings 
for a 1-percent sample of active railroad employees in the reference 
year (per 20 CFR 209.13). Records provided shall not be used for IRS 
audits or any other unauthorized purposes.

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 account number.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. Access is limited to authorizied 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:
    Paper: Original reports are retained for 2\1/2\ years and work 
files are retained for three years. Financial interchange tabulations 
are retained indefinitely, and all other tabulations are retained for 
two years. After the appropriate retention periods, items are destroyed 
in accordance with NIST guidelines.
    Magnetic tape: Original reports on magnetic tape are retained for 
2\1/2\ years and work files are retained for one year. The final 
summarized file is retained for two years. After the appropriate 
retention periods, original reports are returned to employers and all 
other magnetic tapes are written over following NIST guidelines.
    Magnetic disk and electronic media: Original reports are retained 
for 2\1/2\ years, and work files are retained for three years. The 
final summarized file is retained for five years. Financial interchange 
tabulations are retained indefinitely. 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:
    Chief of Benefit and Employment Analysis, Bureau of the Actuary, 
U.S. Railroad Retirement Board, 844 N. 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 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.

RECORD ACCESS PROCEDURE:
    See Notification section above.

CONTESTING RECORD PROCEDURE:
    See Notification section above.

RECORD SOURCE CATEGORIES:
    Railroad employers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-30-32 [Reserved]
* * * * *
RRB-33

SYSTEM NAME:
    Federal Employee Incentive Awards System.

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

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.

PURPOSE(S):
    Past suggestion and award nominations and awards presented are 
maintained to provide historical and statistical records.

[[Page 58895]]

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.

RETRIEVABILITY:
    System indexed by number assigned when suggestion or nomination is 
received. Suggestions are cross-referenced by name of suggester and 
subject of suggestion.

SAFEGUARDS:
    Maintained in areas not accessible to the public in metal filing 
cabinents. Access is limited to authorizied 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:
    Denied suggestions are purged and destroyed five years after denial 
date in accordance with NIST guidelines. Adopted suggestions are 
retained permanently as are all special achievement awards, quality 
increase and public service awards, RRB Award for Excellence, and 
government-sponsored awards.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Human Resources, 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 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:
    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 Rush Street, Chicago, Illinois 
60611.

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current employees of the U.S. Railroad Retirement Board.

CATEGORIES OF RECORDS IN THE SYSTEM:
    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, within-grade increase materials, SF-171, 
Employment Application, official position descriptions, task lists and 
performance plans, information concerning training received and 
seminars attended, and miscellaneous correspondence.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Section 7(b)(9) of the Railroad Retirement Act of 1974 (45 U.S.C. 
231f(b)(9)) and the Federal Personnel Manual 293-31--Subchapter S-8.

PURPOSE(S):
    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:
    a. 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.
    b. 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.
    c. 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.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper and General Services Administration (GSA) Comprehensive Human 
Resources Integrated System (CHRIS) information system.

RETRIEVABILITY:
    Name of employee.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. Access is limited to authorizied 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.
    GSA CHRIS: The General Services Administration (GSA) is responsible 
for and provides safeguards in accordance with Federal guidelines for 
this information system.

RETENTION AND DISPOSAL:
    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, in accordance with NIST 
guidelines, when they have served their purpose or when the employee 
leaves the agency.

[[Page 58896]]

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Human Resources, U.S. Railroad Retirement Board, 844 
Rush Street, Chicago, Illinois 60611.

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.

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Railroad Retirement Board employees who are the subjects of 
disciplinary or adverse actions or who have filed a complaint or 
grievance.

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.

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. 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.
    b. Records may be disclosed to the Merit Systems Protection Board 
or an arbitrator to adjudicate an appeal, complaint, or grievance.

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 of employee.

SAFEGUARDS:
    Maintained in areas not accessible to the public in metal filing 
cabinets. Access is limited to authorizied 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:
    Maintained for four years, then destroyed in accordance with NIST 
guidance.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Human Resources, U.S. Railroad Retirement Board, 844 
Rush Street, Chicago, Illinois 60611.

NOTIFICATION PROCEDURE:
    Requests for information regarding an individual's record should be 
addressed to the System Manager identified above and should include the 
name 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.

RECORD ACCESS PROCEDURE:
    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 network director, the executive director, or the employee's 
representative.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-37-41 [Reserved]
* * * * *
RRB-42

SYSTEM NAME:
    Overpayment Accounts.

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    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: 
Railroad retirement, disability, supplemental, and survivor.
    --Individuals overpaid unemployment or sickness insurance benefits 
payable under the Railroad Unemployment Insurance Act.

CATEGORIES OF RECORDS IN THE SYSTEM:
    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,

[[Page 58897]]

date of such referral and amount collected.

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)); Public Law 97-92, Joint Resolution; Public Law 97-365 
(Debt Collection Act of 1982); Federal Claims Collection Act (31 U.S.C. 
3701 et. seq.); Public Law 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, and the Debt 
Collection Improvement Act of 1996. 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 collection actions and 
efforts, and personally identifiable information (name, address, social 
security number, railroad retirement claim number, etc.) may be 
disclosed to agencies of the Federal government for the purpose of 
recovering delinquent debts.
    b. Federal salary overpayment amounts, history of collection 
actions and efforts, and personally identifiable information (name, 
address, social security number, etc.) may be disclosed to agencies of 
the Federal government for the purpose of recovering delinquent debts.
    c. Personally identifiable information pertaining to delinquent 
benefit and Federal salary overpayments may be disclosed to the 
Department of the Treasury, Financial Management Service (FMS), for the 
purpose of collection through cross-servicing and offset of Federal 
payments. FMS may disclose this personally identifiable information to 
other agencies to conduct computer matching programs to identify and 
locate delinquent debtors who are receiving Federal salaries or benefit 
payments. FMS may refer these delinquent accounts and disclose 
pertinent information to other Federal agencies and private collection 
agencies for the purpose of collection.
    d. Personally identifiable information may be released to any 
Federal agency for the purpose of enabling such agency to collect debts 
on the RRB's behalf.
    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 authorized by the individual, information 
from the record of the individual concerning his overpayment may be 
disclosed to the labor organization official.
    f. Records may be disclosed to the Government 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, Magnetic tape, and Magnetic disk.

RETRIEVABILITY:
    Salary overpayments are retrievable by Social Security number and 
name. Benefit overpayments are retrievable by Social Security number, 
Railroad Retirement claim number, and name.

SAFEGUARDS:
    Salary overpayment records are maintained at the General Services 
Administration under safeguards equal to those of the Railroad 
Retirement Board (see GSA Systems of Records Notice: GSA-PPFM-9).
    Benefit overpayment records:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. Access is limited to authorizied 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:
    Salary overpayments are maintained at the General Services 
Administration and follow that agency's retention and disposal 
guidelines.
    Benefit overpayments.
    Paper documents, with benefit overpayment data, are shredded three 
years after receipt. These records are identified and destroyed 
annually.
    Magnetic tape and disk. 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. 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:
    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 Rush Street, Chicago, Illinois 60611.

NOTIFICATION PROCEDURE:
    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

[[Page 58898]]

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:
    Salary overpayments: General Services Administration maintains RRB 
salary records, including records of amounts overpaid to Railroad 
Retirement Board employees. The RRB also maintains salary overpayment 
records in folders and other RRB systems of records.
    Benefit overpayments: Railroad Retirement Board beneficiaries' 
overpayment records are contained in claim folders, the RRB's accounts 
receivable system, and other RRB systems of records.

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:
    Controlled Unclassified Information (CUI).

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 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:
    Inspector General Act of 1978; Public Law 95-452, 5 U.S.C. App., as 
amended.

PURPOSE(S):
    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.

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 
Retirement Act, the Railroad Unemployment Act, the Milwaukee Railroad 
Restructuring Act, or the Rock Island Railroad Transition and Employee 
Assistance Act.
    c. Records may be disclosed to members of the Council of Inspectors 
General for Integrity and Efficiency for the preparation of reports to 
the President and Congress on the activities of the Inspectors General.
    d. Records may be disclosed to members of the Council of Inspectors 
General for 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:
    None.

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

RETRIEVABILITY:
    Name, SSN, RRB Claim Number, and assigned number, all of which are 
cross-referenced to the other information.

SAFEGUARDS:
    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.
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. 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: Retained for 10 years after the investigation has been 
closed. They are destroyed in accordance with NIST guidlines, in the 
fiscal year following the expiration of the 10-year retention period.
    Magnetic tape: Magnetic tape records are retained for 90 days and 
then

[[Page 58899]]

written over following NIST guidelines. For disaster recovery purposes 
certain tapes are stored 12-18 months.
    Magnetic disk: Retained until no longer required for any 
operational or administrative purposes 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:
    Assistant Inspector General, Office of Inspector General, 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, 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). 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:
    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. 
Many records in this system are exempt from the records access and 
contesting requirements under 5 U.S.C. 552a(k). To the extent that 
records in this system of records are not subject to exemption, they 
are subject to access and contest requirements. A determination as to 
whether an exemption applies shall be made at the time a request for 
access or contest is received.

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 (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 
CFR 200(f) and (g).
* * * * *
RRB-44-45 [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.

CATEGORIES OF RECORDS IN THE SYSTEM: (Updated)
    Completed and signed suitability investigation requests 
(investigations submitted through the automated system, eQIP, will not 
have a completed and signed investigation request form as this would be 
filled out via the web-based system); 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 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.

PURPOSE(S):
    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

[[Page 58900]]

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. 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.
    d. Disclosure may be made to the PIV card applicant's 
representative at the 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: (Updated)
    Paper and Electronic.

RETRIEVABILITY:
    Name.

SAFEGUARDS: (Updated)
    The records are kept in secure storage, in a locked room. Access to 
RRB paper and electronic 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. 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:
    Destroy upon notification of death or not later than 5 years after 
separation or transfer of employee, whichever is applicable. 
Destruction is in accordance with NIST guidelines.

SYSTEM MANAGER(S) AND ADDRESS:
    For RRB Employees: Human Resources Security Officer, U.S. Railroad 
Retirement Board, 844 North Rush Street, Chicago, Illinois 60611-2092.
    For RRB OIG Employees: Assistant Inspector General for 
Investigations, U.S. Railroad Retirement Board, 844 North Rush Street, 
Chicago, Illinois 60611-2092.
    For 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 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 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-47 [Reserved]
* * * * *
RRB-48

SYSTEM NAME:
    Physical 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 secure locations within the agency's headquarters 
facility.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records of completed and signed RRB key card and personal identity 
verification (PIV) requests; name, photograph, signature, social 
security account number, date of birth, ID badge serial number, date 
and time of requests for access, system record of access granted and/or 
allowed.

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.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    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.

[[Page 58901]]

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Electronic records.

RETRIEVABILITY:
    Name, badge serial number.

SAFEGUARDS:
    The records are secured in a locked room. Access to records of 
completed and signed personal identity verification requests of RRB 
employees is limited to the Director of Human Resources. Access to all 
other records is limited to the Assistant to the Director of 
Administration. Access to the electronic records is limited to RRB 
employees and official designated as registrars, deputy-registrars and 
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.

RETENTION AND DISPOSAL:
    Destroy 5 years after final entry or 5 years after date of 
document, as appropriate, in accordance with NIST guidelines.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Human Resources, U.S. Railroad Retirement Board, 844 
North Rush Street, Chicago, Illinois 60611-2092.
    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(s) identified above, and must 
include the full name. Before information about any record will be 
released, the System Manager(s) 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 building passes 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:
    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).

PURPOSE(S):
    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.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    a. Relevant records may be released to a telecommunications company 
providing support to permit servicing the account.
    b. 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.
    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 proceeding.
    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.
    e. 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.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

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

RETRIEVABILITY:
    Name, telephone extension, number dialed.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. Access is limited to authorizied 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 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. 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.

RETENTION AND DISPOSAL:
    Paper. Reports, when issued, are disposed of as provided in 
National Archives and Records Administration General Records Schedule 
12--Destroy when 3 years old. Initial reports may be destroyed earlier 
if the information needed to identify abuse has been captured in other 
records.
    Magnetic disk: Maintained for approximately 180 days and then 
overwritten, following NIST guidelines. 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:
    Director of Administration, U.S. Railroad Retirement Board, 844 
North Rush Street, Chicago, Illinois 60611-2092.

[[Page 58902]]

NOTIFICATION PROCEDURE:
    Requests for information regarding an individual's record should be 
in writing addressed to the Systems Manager identified above, including 
the full name.

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.
* * * * *
RRB-50

SYSTEM NAME:
    Child Care Tuition Assistance Program.

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 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 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:
    Public Law 107-67, section 630 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. 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.
    b. 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.
    c. 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.
    d. 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.
    e. 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, Magnetic tape and Magnetic disk.

RETRIEVABILITY:
    Name, Social Security Number.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in locking 
filing cabinents until shipment to the Federal facility that is 
responsible for the Federal Employees Education and Assistance Fund 
(FEEA). Access is limited to authorizied Federal 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:
    These records will be maintained permanently at FEEA until their 
official retention period is established by the National Archives and 
Records Administration (NARA).

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 
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:
    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.

[[Page 58903]]

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All RRB customers (applicants, claimants, annuitants and other 
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:
    The information includes identifying information such as the 
customer's name, Social Security number, 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).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Sec. 2(b)(6) of the Railroad Retirement Act, 45 U.S.C. 231f(b)(6); 
and the Government Paperwork Elimination Act.

PURPOSE(S):
    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. 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.
    b. 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.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

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

RETRIEVABILITY:
    Name and Social Security number.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. Access is limited to authorizied 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 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:
    These records will be maintained permanently until their official 
retention period is established by the National Archives and Records 
Administration (NARA).

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 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:
    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:
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 for benefits under the Railroad Retirement or Railroad 
Unemployment Insurance Acts

CATEGORIES OF RECORDS IN THE SYSTEM:
    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.

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.

[[Page 58904]]

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:
    Name, railroad retirement claim number, social security account 
number, board order number, docket number.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. Access is limited to authorizied 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. 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.

RETENTION AND DISPOSAL:
    No records from this system will be disposed of pending a record 
schedule determination by the National Archives and Records 
Administration (NARA).

SYSTEM MANAGER(S) AND ADDRESS:
    Secretary of the Board, U.S. Railroad Retirement Board, 844 N. 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.

CONTESTING RECORD PROCEDURE:
    See Notification section.

RECORD SOURCE CATEGORIES:
    Applications for benefits and appeal of decisions.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-53

SYSTEM NAME:
    Employee Medical and Eye Examination Reimbursement Program.

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Any RRB employees that request co-payment reimbursement for either 
eye or physical examinations.

CATEGORIES OF RECORDS IN THE SYSTEM:
    RRB employee name and medical documentation including receipts for 
the physical exam co-pay and payment of the eye examination. Records 
prior to October 1, 2009 also contain the employee Social Security 
Number.

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(1)). Negotiated Labor Management Agreement between 
the U.S. Railroad Retirement Board and the Council of American 
Federation of Government Employees (AFGE), Locals in the Railroad 
Retirement Board.

PURPOSE(S):
    To provide reimbursement for and maintain the records of the RRB's 
physical and eye examination program. For purposes of adjudicating the 
claim and approving reimbursement of co-payment fees related to RRB 
employee physical and eye examinations.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    Internal RRB Use.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

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

RETRIEVABILITY:
    Full name. Social security account number (for records prior to 
October 1, 2009).

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. Access is limited to authorizied 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 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. 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.

RETENTION AND DISPOSAL:
    These records will be maintained permanently until their official 
retention period is established by the National Archives and Records 
Administration (NARA).

SYSTEM MANAGER(S) AND ADDRESS:
    Employee Health Services, U.S. Railroad Retirement Board, 844 N. 
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 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.

CONTESTING RECORD PROCEDURE:
    See Notification section.

RECORD SOURCE CATEGORIES:
    Employee reimbursement claim and proofs.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *


[[Page 58905]]

RRB-54

SYSTEM NAME:
    Virtual Private Network (VPN) Access Management.

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    RRB and other federal 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, authentication 
information, 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):
    Manage employee and contractor remote access to internal RRB 
information systems for official business.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    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.

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:
    Name, email address.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. Access is limited to authorizied 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: (Updated)
    Records requiring special accountability (access request, 
authorization, and profiles) or for investigative purposes are retained 
and then destroyed six years after the VPN account is terminated or no 
longer needed for investigative or security purposes.
    Routine system access and monitoring records are retained and then 
destroyed one year after creation, unless needed for investigative or 
security purposes.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief of Infrastructure Services, U.S. Railroad Retirement Board, 
844 N. 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 enrolled email 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.
* * * * *
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)).

[[Page 58906]]

PURPOSE(S): (Updated)
    The Contact Log records, maintains and displays RRA and RUIA 
activities associated with customer initiated contacts with the RRB.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    a. Disclosure of information concerning the annuitant/claimant may 
be made to the representative payee on the record for the annuitant.
    b. 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.
    c. Records may be disclosed in response to a request for discovery 
or for the appearance of a witness, to the extent what is disclosed is 
relevant to the subject matter involved in a pending judicial or 
administrative proceeding and provided 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 they are relevant and necessary to the 
proceeding and provided 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 what is disclosed is relevant to 
the subject matter involved in the union issue or proceeding and 
provided the disclosure would be clearly in the furtherance of the 
interest of the subject individual.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

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

RETRIEVABILITY:
    RRB claim number or social security account number.

SAFEGUARDS:
    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:
    These records will be maintained permanently until their official 
retention period is established by the National Archives and Records 
Administration (NARA).

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 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.

CONTESTING RECORD PROCEDURE:
    See Notification section above.

RECORD SOURCE CATEGORIES:
    Contact Log information is obtained from members of the public who 
contacted the RRB and to whom the record pertains.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-56

SYSTEM NAME:
    Employee Service and Railroad Employer Coverage Determination 
Files.

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Railroad employees; individuals claiming railroad service; entities 
being considered as covered employers.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Individuals: Name, address, social security number, employment 
history. Employers: Name, Bureau of Accounts (B.A.) number, 
incorporation date, corporate structure, number of employees, services 
provided.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Section 7(b)(6) of the Railroad Retirement Act of 1974 (45 U.S.C. 
231f(b)(6)); section 12(l) of the Railroad Retirement Unemployment 
Insurance Act (45 U.S.C. 362(l)); 20 CFR 259.

PURPOSE(S):
    Records in this system or records are maintained to (1) record 
Board decisions as to who is an eligible employee of a covered entity 
for the purposes of benefit entitlement and (2) to record 
determinations as to who is an employer under the Railroad Retirement 
Act, for the purpose of a) crediting compensation and service months to 
employees for the purpose of benefits entitlement and b) assessment of 
appropriate taxes.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    a. 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 current or former employer to 
verify entitlement for benefits under the Railroad Retirement Act.
    b. Certain identifying information about annuitants, such as name, 
social security number, RRB claim number, as well as address, year and 
month last worked for a railroad, last railroad occupation, identity of 
last railroad employer, and total months of railroad service may be 
furnished to railroad employers for purpose of determining whether 
annuitant has performed employee service for that employer, and 
therefore is entitled to benefits under the Railroad Retirement Act.
    c. Certain information about annuitants such as year and month last 
worked for a railroad, the name(s) of railroad employer(s) the 
annuitant worked for, last railroad occupation, and total months of 
railroad service may be furnished to bonafide genealogical requests.
    d. Board determinations regarding employer status are furnished to 
the Internal Revenue Service (IRS) as the

[[Page 58907]]

administrator of the Railroad Retirement Tax Act (RRTA).

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:
    Name, email address.

SAFEGUARDS:
    Paper: Maintained in areas not accessible to the public in metal 
filing cabinents. Access is limited to authorizied 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:
    Paper: For employee service records: Maintained for 90 days after 
imaging is completed, then destroyed. For employer coverage records: 
Maintained for 10 years after coverage is terminated, then destroyed in 
accordance with NIST guidelines.
    Magnetic tape: Magnetic tape records are used to daily update the 
disk file, 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 the General Counsel, 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 
required to provide proof of identity, or authorization from the 
individual to permit release of information. Requests should be sent to 
the Office of the General Counsel, U.S. Railroad Retirement Board, 844 
North Rush Street, Chicago, Illinois 60611-2092.
    Requests for information regarding a railroad employer's records 
should be in writing, including the full corporate name, address, B.A. 
number (if any) of the company. Requests should be sent to the Office 
of the General Counsel, U.S. Railroad Retirement Board, 844 North Rush 
Street, Chicago, Illinois 60611-2092.

RECORD ACCESS PROCEDURE:
    See Notification procedure above.

CONTESTING RECORD PROCEDURE:
    See Notification procedure above.

RECORD SOURCE CATEGORIES:
    Individual applicants or their representatives, railroad and other 
employers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-57

SYSTEM NAME:
    Employee Emergency Notification System.

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    RRB Employees and Contractors.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The emergency notification system will contain both public and 
personal contact information for RRB employees and contractors.

PUBLIC INFORMATION STORED IN THIS SYSTEM INCLUDES:
    a. Employee name and organizational unit; Contractor name and 
organization.

PERSONAL INFORMATION STORED IN THIS SYSTEM MAY INCLUDE:
    a. Work telephone, cellular, fax number(s) and email address(es)
    b. Identifying technical information for work issued Personal 
Digital Assistants (PDAs), cellular telephones, or other electronic 
devices, such as Serial Numbers, Electronic Serial Numbers, etc.
    c. Home telephone, cellular number(s), personal email address(es) 
and Zip code of residence.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    a. 5 U.S.C. 301, Department Regulations.
    b. Executive Order (EO) 12656, Assignment of emergency preparedness 
responsibilities, November 18, 1988.
    c. Homeland Security Presidential Directive (HSPD)--20, National 
Continuity Policy, May 9, 2007.

PURPOSE(S):
    The purpose of this system of records is to maintain emergency 
contact information for employees and select contractors of the U.S. 
Railroad Retirement Board (RRB). The system provides for multiple 
communication device notification via telephonic, fax, text and 
electronic mail message delivery to registered RRB personnel in 
response to threat alerts issued by the Department of Homeland 
Security, activation of the Continuity of Operations Plan (COOP), 
weather related emergencies or other critical situations that may 
disrupt the operations and accessibility of the agency. The system also 
provides for the receipt of real-time message acknowledgements and 
related management reports.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    In addition to the conditions of disclosure listed in 5 U.S.C. 
552a(b) of the Privacy Act and the RRB's Standard Disclosures, the RRB 
may release these records to any Federal government authority for the 
purpose of coordinating and reviewing agency continuity of operations 
plans or emergency contingency plans developed for responding to 
Department of Homeland Security threat alerts, weather related 
emergencies or other critical situations.

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, magnetic disk.

[[Page 58908]]

RETRIEVABILITY:
    Name, Organizational Unit, Telephone, Fax or Cellular number, 
serial or electronic serial number or other unique identifier (work 
issued devices only), Email address, or Residence Zip Code.

SAFEGUARDS:
    1. Paper: Maintained in areas not accessible to the public in metal 
filing cabinets at the RRB. Access is limited to authorized RRB 
employees. Records are stored in an office that has electronic access 
controlled doors. Building has 24 hour on-site security officers, 
closed circuit television monitoring and intrusion detection systems.
    2. Magnetic tape and disks: Located at off-site commercial vendor 
data center. Computer and computer storage rooms are restricted to 
authorized personnel, have electronic access controlled doors. 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 data both at rest and in-transit.

RETENTION AND DISPOSAL:
    1. Emergency Contract Information.
    a. General. Records are maintained as long as the employee or 
contractor is working for or on the behalf of the RRB.
    b. Paper Records. Destroy 90 days after the date entered into the 
system or after completion of the quality assurance process, whichever 
is later.
    c. Electronic Records. Destroy within 90 days after the employee/
contractor ceases employment/contract with the RRB.
    2. Operational Data.
    a. Actual messages, results and data. Cut off at end of fiscal 
year, destroyed at the end of the following fiscal year.
    b. Test messages, results and data. Cut off at end of fiscal year, 
destroyed at the end of the following fiscal year.
    3. Reports. Retained and disposal in accordance with National 
Archives and Records Administration (NARA), General Record Schedule 
(GRS), items 12 (Downloaded and derived data) and 16 (Hard copy print 
outs).

SYSTEM MANAGER(S) AND ADDRESS:
    Office 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 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:
    RRB employees or supporting contractors.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    No exemption is claimed for public information listed in this 
system of records.
    Personal information listed in this system of records is exempted 
from disclosure to third parties under the Freedom of Information Act 
(FOIA) under the 5 U.S.C. 552a(b)(6), Personal Privacy rule. 
Additionally, personal information of law enforcement employees is 
protected from disclosure under 5 U.S.C. 552a(b)(7)C, Law Enforcement 
Records rule.
* * * * *
RRB-58

SYSTEM NAME:
    Employee Tuition Assistance Program (TAP).

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

SECURITY CLASSIFICATION:
    None.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    RRB Employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Employee name, grade, job title, business unit, course title, 
school name, class dates, number of hours per week, cost of tuition, 
estimated cost of textbooks/fees and claim tracking information (dates 
and amount paid).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    a. 5 U.S.C. 4101 to 4118, Government Employees Training Act.
    b. 5 CFR part 410, Office of Personnel Management-Training.
    c. Executive Order 11348, Providing for the further training of 
Government employees, April 20, 1967.
    d. Executive Order 12107, Relating to the Civil Service Commission 
and labor management in the Federal Service, January 1, 1979.

PURPOSE(S):
    The purpose of this system of records is to maintain employee 
Tuition Assistance Program (TAP) training history, to forecast future 
training needs and for audit and budgetary records and projections.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    In addition to the conditions of disclosure listed in 5 U.S.C. 
552a(b) of the Privacy Act and the RRB's Standard Disclosures, the RRB 
may release these records to:
    a. Federal agencies for screening and selecting candidates for 
training or developmental programs sponsored by the agency.
    b. Federal oversight agencies for investigating, reviewing, 
resolving, negotiating, settling, or hearing complaints, grievances, or 
other matters under their authority.

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, magnetic disk.

RETRIEVABILITY:
    Employee name, grade, job title, business unit and claim tracking 
information (dates and amount paid).

SAFEGUARDS:
    1. Paper: Maintained in areas not accessible to the public in metal 
filing cabinets at the RRB. Access is limited to authorized RRB 
employees. Records are stored in an office that has electronic access 
controlled doors. Building has 24 hour on-site security officers, 
closed circuit television monitoring and intrusion detection systems.
    2. Magnetic tape and disks: Computer and computer storage rooms are 
restricted to authorized personnel, have electronic access controlled 
doors. 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

[[Page 58909]]

(NIST) guidelines, including network monitoring, defenses in-depth, 
incident response and forensics.

RETENTION AND DISPOSAL:
    Retained and disposal in accordance with National Archives and 
Records Administration (NARA), General Record Schedule, GRS-1, Item 
29, Employee Training Records, Destroy when 5 years old or 
when superseded or obsolete, whichever is sooner.

SYSTEM MANAGER(S) AND ADDRESS:
    Director of Human Resources, Office 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 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:
    RRB employees.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
* * * * *
RRB-59

SYSTEM NAME:
    Electronic Information Systems Activity and Access Records.

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

SECURITY CLASSIFICATION:
    Controlled Unclassified Information (CUI).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals (authorized or unauthorized) who attempt to or access 
RRB electronic information systems (stand-alone or network based). This 
includes individuals who send or receive electronic communications, 
access the internet/intranet, system databases, files or applications 
or pass electronic traffic through our network infrastructure, to 
include remote access.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records in this system of records may include:
    1. Electronic logs or reports from:
    a. End user information systems,
    b. Network servers or mainframe computer,
    c. Network infrastructure devices,
    d. Network security and management devices, and
    e. Information systems performing contracted services for the 
agency.
    2. Specific data collected may include information about the 
source, destination or intermediate connections that may contain:
    a. Internet Protocol (IP) address,
    b. Uniform Resource Locator (URL),
    c. Date/Time of attempted or actual log-on,
    d. Date/Time of log-off,
    e. Duration of connection,
    f. Size (amount) and type of data transferred,
    g. Keyword(s) used in internet related searches,
    h. Information system name,
    i. Information system Media Access Control (MAC) address,
    j. Electronic mail addresses and subject,
    k. Files/Applications accessed,
    l. User logon name and passwords, or password hashes, titles, or 
agency, or
    m. Any other information that is necessary for information systems 
to connect, authenticate and transfer data.
    3. Network security and management devices may capture additional 
information that is required for them to perform their mission to 
include complete network monitoring.
    4. RRB information system logs generally do not contain personally 
identifiable information (PII), however incidental collection is 
possible during system monitoring or other official government 
purposes.
    5. It is possible that during the course of official government 
business purposes, investigations or monitoring that an individual's 
name may be associated with an information system or its IP address.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    a. 5 U.S.C. 302, Delegation of Authority to Federal Agencies,
    b. 44 U.S.C. 3544, Federal Agency Responsibilities, and
    c. 45 U.S.C. 231f(b)(6) and 45 U.S.C. 362(l), Duties and Powers of 
the Railroad Retirement Board.

PURPOSE(S):
    Information in this system of records may be used by any authorized 
staff member, in the performance of their official duties to assist in 
the planning, management, troubleshooting, security and investigations 
of our Federal information systems and supporting network.
    Authorized managers or system security staff may use these records 
to assist them to investigate any potential or actual inappropriate use 
or any other improper activity by an employee, contractor, or other 
individual with our information systems. This information may be used 
to initiate disciplinary, administrative, or civil action. If 
investigation of the records appears to indicate a violation or 
potential violation of law, those and any supporting records may be 
referred to appropriate law enforcement officials for criminal 
investigation and possible prosecution.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    In addition to the conditions of disclosure listed in 5 U.S.C. 
552a(b) of the Privacy Act and the RRB's Standard Disclosures, the RRB 
may release these records:
    a. To provide information to any authorized person(s) to assist in 
any official investigation involving the unauthorized, or inappropriate 
use of any RRB information system(s);
    b. To an actual or potential party or his or her representative for 
the purpose of negotiation or discussion of such matters as settlement 
of the case or matter, or informal discovery proceedings;
    c. To any Federal, State, local, or tribal law enforcement agency 
if information in this system of records may indicate a potential or 
actual violation of statute, regulation, rule or order issued by their 
respective governmental agency, and
    d. To other government agencies where required by law.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Magnetic disk, magnetic tape, optical or paper media as necessary 
for official business.

RETRIEVABILITY:
    Records can typically be retrieved by any of the data elements 
below:
    a. Internet Protocol (IP) address,
    b. Uniform Resource Locator (URL),
    c. Date/Time of attempted or actual log-on,
    d. Date/Time of log-off,

[[Page 58910]]

    e. Duration of connection,
    f. Size (amount) of data transferred,
    g. Keywords used in internet related searches,
    h. Information system name,
    i. Information system Media Access Control (MAC) address,
    j. Electronic mail addresses and subject,
    k. Files/Applications accessed,
    l. User logon name and passwords, or password hashes, titles, or 
agency.
    We do not typically connect any of the above data with a specific 
person; however, in some instances conducting official governmental 
business, a person's name may be connected to any of these data 
elements.

SAFEGUARDS:
    Paper or Optical Media: Maintained in areas not accessible to the 
public in locking filing cabinets at the RRB. Access is limited to 
authorized RRB employees. Information that is related to an 
investigation is secured inside locking safes. Building has 24 hour on-
site security officers, closed circuit television monitoring and 
intrusion detection systems.
    Magnetic tape and disks: Computer and computer storage rooms are 
restricted to authorized personnel and have electronic access 
controlled doors. 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.

RETENTION AND DISPOSAL:
    a. General System/Log Files:
    Delete/destroy when one year old or when no longer needed for 
administrative, legal, audit or other operational purposes.
    b. Investigative Files:
    (1) Computer Security Incident Handling, Reporting, Follow-up 
Records, and Investigative Documents. Destroy/delete three years after 
after all follow up actions are completed.
    (2) RRB Criminal Investigations. Maintained by RRB Office of 
Inspector General (Investigations). RRB Records Disposition Schedule 
17, Item  17-3: Place in inactive files when case is closed. 
Cutoff inactive files at end of the fiscal year. Destroy 10 years after 
cutoff.
    (3) Other Criminal Investigations. Maintained in accordance with 
that Law Enforcement Agencies schedule.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief of Information Resources Management, Bureau of Information 
Services, U.S. Railroad Retirement Board, 844 North Rush Street, 
Chicago, Illinois, 60611-2092.

NOTIFICATION PROCEDURE:
    To the extent permitted under the Privacy Act of 1974, (5 U.S.C. 
552a) this system of records is exempted from access, notification and 
correction provisions. The exemption claimed is 5 U.S.C. 552a(k)(2), 
investigatory material compiled for law enforcement purposes. 
Additionally, law enforcement investigative material falls under RRB 
Privacy Act Systems of Records RRB-43 and is generally exempt from 
release under the reasons stated in that notice. Information in this 
Privacy Act System of Records is generally not releasable under a 
Freedom of Information Act (FOIA), 5 U.S.C. 552 exemptions: (b)(2) Risk 
of Circumvention, (b)(6) Personal Privacy, or (b)(7) Law Enforcement. 
Individuals (authorized or unauthorized) attempting to access an RRB 
information system are provided a warning notification that this is an 
official U.S. Government information system and that they have no 
expectation of privacy, the system may be monitored and that records of 
their activity may be used for adverse administrative, civil or 
criminal action. The individual must acknowledge and accept these 
conditions via a warning banner when they attempt to log onto the 
network. Individuals who circumvent or are not provided a log-on banner 
for whatever reason, are still subject to these provisions.

RECORD ACCESS PROCEDURE:
    See Notification section above.

CONTESTING RECORD PROCEDURE:
    See Notification section above.

RECORD SOURCE CATEGORIES:
    Most records are automatically generated electronically by RRB 
information systems, or by management officials during the course of 
official business.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    Yes, this is an exempted system. See notification procedures above.
Appendix I
    Offices of the U.S. Railroad Retirement Board (refer to https://www.rrb.gov/field/field.asp for the most current addresses):
    Headquarters: 844 North Rush Street, Chicago, IL 60611-2092.
    Office of Legislative Affairs: 1310 G Street Northwest, Suite 500, 
Washington, DC 20005-3004.
District Offices:

Alabama
    Medical Forum Bldg., 950 22nd Street North, Room 426, Birmingham, 
AL 35203-1134.

Arizona
    Fiesta Square, 1220 South Alma School Road, Mesa, AZ 85210-2098.

Arkansas
    1200 Cherry Brook Drive, Suite 500, Little Rock, AR 72211-4122.

California
    858 South Oak Park Road, Suite 102, Covina, California 91724-3674.
    Oakland Federal Building, 1301 Clay Street, Suite 110S, Oakland, CA 
94612-5215.
    910 Cirby Way, Suite 100, Roseville, CA 95661-4420.

Colorado
    721 19th Street, Room 177, Post Office Box 8869, Denver, CO 80201-
8869.

Florida
    550 Water Street, Suite 220, Jacksonville, FL 32202-4411.
    Timberlake Federal Building, 500 East Zack Street, Suite 300, 
Tampa, FL 33602-3918.

Georgia
    Peachtree Summit Building, 401 West Peachtree Street, Room 1702, 
Atlanta, GA 30308-3519.

Illinois
    844 North Rush Street, Room 901, Chicago, IL 60611-2092.
    Millikin Court, 132 South Water Street, Suite 517, Decatur, IL 
62523-1077.
    63 West Jefferson Street, Suite 102, Joliet, IL 60434-4337.

Indiana
    The Meridian Centre, 50 South Meridian Street, Suite 303, 
Indianapolis, IN 46204-3538.

Iowa
    Federal Building, 210 Walnut Street, Room 921, Des Moines, IA 
50309-2116.

Kansas
    Cambridge Plaza Suite, 2020 North Webb Road, Suite 104, Wichita, KS 
67206-3408.

Kentucky
    Theatre Building, 629 South 4th Street, Suite 301, Louisville, KY 
40202-2461.

[[Page 58911]]

Louisiana
    Hale Boggs Federal Building, 500 Poydras Street, Suite 1045, New 
Orleans, LA 70130-3399.

Maryland
    George H. Fallon Building, 31 Hopkins Plaza, Suite 820, Baltimore, 
MD 21201-2896.

Massachusetts
    408 Atlantic Avenue, Room 441, Boston, MA 02110-3349.

Michigan
    McNamara Federal Building, 477 Michigan Avenue, Room 1199, Detroit, 
MI 48226-2596.

Minnesota
    Federal Building, 515 West First Street, Suite 125, Duluth, MN 
55802-1399.
    180 East 5th Street, Suite 195, St. Paul, MN 55101-1640.

Missouri
    601 East 12th Street, Room G47, Kansas City, MO 64106-2818.
    Young Federal Building, 1222 Spruce Street, Room 7.303, St. Louis, 
MO 63103-2846.

Montana
    Judge Jameson Federal Building, 2900 Fourth Avenue North, Room 101, 
Billings, MT 59101-1266.

Nebraska
    1299 Farnam Street, Suite 200, Omaha, NE 68101-0815.

New Jersey
    20 Washington Place, Room 516, Newark, NJ 07102-3127.

New Mexico
    421 Gold SW., Suite 304, Post Office Box 334, Albuquerque, NM 
87103-0334.

New York
    Leo O`Brien Federal Building, 11A Clinton Avenue, Suite 264, 
Albany, NY 12207-2382.
    186 Exchange Street, Suite 110, Buffalo, NY 14204-2085.
    1400 Old Country Road, Suite 202, Westbury, NY 11590-5119.
    Federal Building, 26 Federal Plaza, Suite 3404, New York, NY 10278-
3499.

North Carolina
    Quorum Business Park, 7508 East Independence Boulevard, Suite 120, 
Charlotte, NC 28227-9409.

North Dakota
    U.S. Post Office Building, 657 Second Avenue North, Room 312, 
Fargo, ND 58102-4727.

Ohio
    525 Vine Street, Suite 1940, Cincinnati, OH 45202-3125.
    Celebrezze Federal Building, 1240 East 9th Street, Room 907, 
Cleveland, OH 44199-2001.

Oregon
    620 SW Main Street, Suite 112, Portland, OR 97205-3025.

Pennsylvania
    1514 11th Avenue, Post Office Box 990, Altoona, PA 16603-0990.
    Federal Building, 228 Walnut Street, Room 576, Box 11697, 
Harrisburg, PA 17108-1697.
    Nix Federal Building, 900 Market Street, Suite 301, Philadelphia, 
PA 19107-4293.
    Moorhead Federal Building, 1000 Liberty Avenue, Room 1511, 
Pittsburgh, PA 15222-4107.
    Siniawa Plaza II, 717 Scranton Carbondale Highway, Scranton, PA 
18508-1121.

Tennessee
    233 Cumberland Bend, Suite 104, Nashville, TN 37228-1806.

Texas
    819 Taylor Street, Room 10G02, Post Office Box 17420, Fort Worth, 
TX 76102-0420.
    Leland Federal Building, 1919 Smith Street, Suite 845, Houston, TX 
77002-8098.

Utah
    125 South State Street, Room 1205, Salt Lake City, UT 84138-1137.

Virginia
    400 North 8th Street, Suite 470, Richmond, VA 23219-4819.
    First Campbell Square, 210 First Street Southwest, Suite 110, Post 
Office Box 270, Roanoke, VA 24002-0270.

Washington
    Pacific First Plaza, 155 108th Avenue Northeast, Suite 201, 
Bellevue, WA 98004-5901.
    U.S. Court House, W 920 Riverside Avenue, Room 492B, Spokane, WA 
99201-1008.

West Virginia
    New Federal Building, 640 4th Avenue, Room 145, Post Office Box 
2153, Huntington, WV 25721-2153.

Wisconsin
    Reuss Plaza, 310 West Wisconsin Avenue, Suite 1168, Milwaukee, WI 
53203-2213.

[FR Doc. 2014-22718 Filed 9-29-14; 8:45 am]
BILLING CODE 7905-01-P